Executive Assistant- Board of Director Support

Vaco; Los Angeles (CA); Hybrid; USD 80,000 - 95,000; Full time

Benefits offered by this job

Hybrid work model

Competitive compensation

Job summary

Vaco seeks an experienced Executive Assistant to support the CEO and a senior leader at its Los Angeles operation. The role requires managing calendars, coordinating board materials, and delivering polished executive communications with discretion.

The position features a hybrid schedule (onsite Mon-Thu, Fridays remote) with exposure to donor relations and high-level stakeholders in a mission-driven environment. Strong organizational skills are essential.

Qualifications

• 7+ years of progressive executive support experience, ideally supporting C-suite leaders.
• Experience with boards, committees, and high-level external stakeholders.
• Strong calendar management, travel coordination, meeting preparation, and expense reporting.
• Excellent written communication and discretion with confidential information.
• Strong organizational skills and attention to detail.
• Advanced proficiency in Microsoft Office (PowerPoint, Outlook, Word, Excel).

Responsibilities

• Provide high-level administrative support to CEO and senior leader.
• Manage complex calendars, meeting cadence, and scheduling across stakeholders.
• Coordinate travel arrangements, itineraries, and expense reconciliation.
• Prepare executives for meetings with briefing materials and agendas.
• Draft and manage executive correspondence and communications.
• Coordinate logistics for board/committee meetings and distribute materials.

Skills

Executive support

Board liaison

Calendar management

Travel coordination

Executive communications

Discretion

Education

Bachelor's degree

Tools

PowerPoint

Excel

Outlook

Board portal software

Job description

Executive Assistant - Board of Directors Support

Location: Los Angeles, CA 90028

Hybrid: Onsite Monday-Thursday; Fridays remote

Compensation: $80,000-$95,000 base salary, depending on experience

Overview

A mission-driven national nonprofit organization is seeking a highly polished and experienced Executive Assistant to support its CEO and a senior executive leader. This is a high-visibility role requiring exceptional judgment, professionalism, and the ability to manage sensitive executive, board, and stakeholder matters with discretion.

The ideal candidate brings strong experience supporting senior executives, coordinating board and committee activity, preparing executive materials, and serving as a trusted partner in a fast-paced, relationship-driven environment. This position is best suited for someone who is proactive, detail-oriented, and comfortable handling shifting priorities while maintaining a high standard of service and follow-through.

Key Responsibilities

Executive Support

• Provide high-level administrative support to the CEO and a senior strategic leader
• Manage complex calendars, meeting cadence, and scheduling across internal and external stakeholders
• Coordinate travel arrangements, itineraries, and expense reconciliation
• Prepare executives for meetings through briefing materials, agendas, and follow-up support
• Draft and manage executive correspondence, including internal and external communications
• Serve as a gatekeeper and trusted point of coordination for executive priorities

Board & Committee Support

• Coordinate logistics for board and committee meetings, including scheduling, meeting preparation, and follow-up
• Prepare, organize, and distribute board materials, presentations, and meeting packets
• Take accurate meeting minutes and track action items through completion
• Help maintain regular communication with board members and other high-level stakeholders
• Support stewardship efforts, meeting touchpoints, and relationship-building activities with board members and prospects

Executive Materials & Communications

• Create, edit, and organize presentations, briefings, reports, and other executive-facing documents
• Ensure materials are polished, accurate, and aligned with executive preferences
• Support donor, stakeholder, and board-related communications with professionalism and attention to detail

Special Projects & Cross-Functional Support

• Assist executive leadership with special initiatives, events, and organizational projects
• Coordinate logistics for board meetings, site visits, fundraising activities, and other high-touch engagements
• Support preparation for audits, compliance tracking, and document organization as needed
• Provide administrative support to a small executive leadership team when priorities require it

Required Qualifications

• 7+ years of progressive executive support experience, ideally supporting C-suite leaders
• Demonstrated experience working with boards, committees, and high-level external stakeholders
• Strong experience with complex calendar management, travel coordination, meeting preparation, and expense reporting
• Excellent written communication skills, with the ability to draft polished and professional correspondence
• Proven ability to handle confidential information with discretion and sound judgment
• Strong organizational skills with exceptional attention to detail and follow-through
• Advanced proficiency in Microsoft Office Suite, including PowerPoint, Outlook, Word, and Excel

Preferred Qualifications

• Bachelor's degree
• Experience in a nonprofit, education, government, university, or other mission-driven environment
• Background supporting donor relations, external stakeholders, or executive board engagement
• Experience preparing meeting minutes, tracking action items, and supporting executive-level events

What Will Make Someone Successful in This Role

• Strong board support experience and comfort interacting with senior stakeholders
• A polished, professional presence and the ability to represent executive leadership well
• Excellent anticipation skills and the ability to quickly adapt to a detail-oriented leadership style
• Patience, maturity, and a service-oriented approach
• A high level of discretion, responsiveness, and ownership
• Consistent professionalism in communication, organization, and follow-up

EEO Notice

Vaco by Highspring is an Equal Opportunity Employer and does not discriminate against any employee or applicant for employment because of race (including but not limited to traits historically associated with race such as hair texture and hair style), color, sex (includes pregnancy or related conditions), religion or creed, national origin, citizenship, age, disability, status as a veteran, union membership, ethnicity, gender, gender identity, gender expression, sexual orientation, marital status, political affiliation, or any other protected characteristics as required by federal, state or local law.

Vaco by Highspring and its parents, affiliates, and subsidiaries are committed to the full inclusion of all qualified individuals. As part of this commitment, Vaco by Highspring and its parents, affiliates, and subsidiaries will ensure that persons with disabilities are provided reasonable accommodations. If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact [e-mail].

Vaco by Highspring also wants all applicants to know their rights that workplace discrimination is illegal.