Executive Assistant II

Kids for the Future; San Marcos (CA); On-site; USD 74,000 - 80,000; Full time

Job summary

Wellness Together in the United States is seeking an Executive Assistant II to provide high-level administrative support to our senior leadership team. You will manage calendars, coordinate travel, draft communications, and triage inquiries with discretion and accuracy.

The role requires strong organizational skills, 2+ years of experience in office management, and a Bachelor’s degree (or an equivalent combination). This is a full-time, exempt position reporting to Executive Leadership.

Qualifications

• 2+ years of experience in an administrative or office management role (preferred).
• Bachelor’s degree preferred; Associate degree with equivalent high-level experience accepted.

Responsibilities

• Executive & Calendar Support: Manage complex executive calendars, virtual meeting links, agendas, and prep materials.
• Meeting Logistics: Coordinate meeting details, take notes, track follow-up items with leadership.
• Travel Planning: Design detailed travel itineraries including flights, accommodations, and schedules.
• Inbox & Inquiry Triage: Filter and manage executive email inboxes, respond or escalate as needed.
• Executive Correspondence: Draft and proofread high-level emails, reports, presentations, and speeches.
• Data & Research: Collect data and prepare reports for leadership.

Skills

Executive support

Calendar management

Communication

Discretion

Organization

Problem solving

Education

Bachelor’s degree preferred; Associate degree with equivalent high-level experience accepted

Tools

Google Suite

macOS

Microsoft Office

Zoom

Job description

• Base Pay $74,000.00 - $80,000.00 / Year

Contact information

• Email [e-mail]

Description

Organization: Wellness Together

Reports To: Executive Leadership

Position Type: Full-Time, Exempt

Compensation: $74,000 – $80,000 / year

About the Role

Are you a proactive, highly organized administrative professional who thrives in a fast-paced, mission-driven environment? Wellness Together is seeking an Executive Assistant II to provide high-level, confidential, and strategic administrative support to our senior leadership team.

As the right hand to executive leadership, you will serve as a primary liaison for internal and external stakeholders, balancing multiple priorities with grace, discretion, and sharp attention to detail. If you excel at turning complex schedules into seamless workflows and anticipate needs before they arise, we want to hear from you!

Key Responsibilities

Executive & Calendar Support

Calendar Management: Masterfully manage complex executive calendars, virtual meeting links, agendas, and preparation materials across multiple schedules.

Meeting Logistics: Coordinate meeting details, take comprehensive notes, and track follow-up action items with senior leadership.

Travel Planning: Design detailed, seamless travel itineraries—managing dates, flights, accommodations, reservations, and localized schedules.

Communication & Information Management

Inbox & Inquiry Triage: Filter and manage multiple executive email inboxes, responding on behalf of leadership or escalating urgent, time-sensitive matters.

Executive Correspondence: Draft, proofread, and transcribe high-level correspondence, emails, reports, presentations, and speeches.

Data & Research: Collect data, conduct research, and prepare comprehensive reports to keep leadership informed and prepared.

Operations & Special Projects

Strategic Project Execution: Work independently on special projects from conception to completion, meeting strict deadlines under pressure.

Office Maintenance: Coordinate mail, deliveries, supply orders, and vendor/property management communications.

Relationship Management: Build high-trust, professional relationships with staff, board members, and external partners.

Qualifications & Skills

Experience & Education

Experience: 2+ years of experience in an administrative or office management role (preferred).

Education: Bachelor’s degree in a relevant field preferred; Associate degree with equivalent high-level experience accepted.

Core Competencies

Exceptional Communication: Expert-level writing, editing, and grammatical skills.

Organization & Judgment: Superior attention to detail, proactive problem-solving skills, and the ability to prioritize competing needs seamlessly.

Discretion: Proven ability to handle highly confidential and sensitive information with absolute diplomacy and tact.

Tech Savvy: Proficiency in Google Suite (Gmail, Drive, Calendar), macOS, Microsoft Office, and Zoom.

Flexibility: Schedule flexibility to support time-sensitive requests or travel needs after hours or on weekends when necessary.

Compliance Awareness: Understanding of basic HIPAA/FERPA privacy guidelines is a plus.

Requirements & Physical Demands

Reliable transportation required.

Ability to sit/stand for prolonged periods working on a computer and lift up to 15 lbs.