Executive Assistant to C-Suite

Workshops for Warriors; San Diego (CA); On-site; USD 51,000 - 60,000; Full time

Benefits offered by this job

Medical/dental/vision benefits

401(k) with employer match

8 paid holidays

Flexible work hours

Paid time off

Job summary

Workshops for Warriors, a San Diego-based nonprofit, is seeking an Aide for our C‑Suite to provide executive-level support, travel scheduling, meetings, and confidential handling of information. The role combines administrative and project-based tasks with data analysis duties to inform strategic decisions.

The position requires professionalism, discretion, and independence, with a pay range of $37.00–$43.26 hourly and full‑time, hourly (non‑exempt) status.

Qualifications

• Paralegals, Flag Aides, Navy Legalman Rating, Navy Yeoman, Navy IS ratings, and/or other Administrative Rates/specialties, background preferred.
• Bachelor’s degree or advanced degree in Business Administration, Accounting, Engineering, Aerospace, Business Law, Computer Science, or Architecture and/or an equivalent combination of education and experience preferred.
• 3+ years of experience in a high‑level administrative/executive assistant role to a high‑level executive.
• Have a valid driver’s license, reliable transportation, and can obtain a security clearance.
• Experience working with construction projects and with new office builds is a bonus
• SmartSheet and Salesforce experience preferred.
• Excellent verbal and written communication skills.
• Excellent in Microsoft Office products experience and knowledge. (Excel, Word, PowerPoint, Outlook, Loop, Tasks, etc.).
• Very people oriented, supports a positive working environment.

Responsibilities

• Data analysis duties: Collect, analyze, and interpret complex data sets to inform decision‑making and strategic planning.
• Develop and maintain databases, dashboards, and reporting tools to track KPIs.
• Prepare detailed reports, visualizations, and presentations based on data analysis for executive review.
• Identify trends, patterns, and insights to drive operational improvements and strategic initiatives.
• Collaborate with various departments to ensure task status, data integrity, and consistency.
• Operations and performance management duties: Monitor and evaluate the effectiveness of business processes and operations.
• Develop, implement, and maintain performance management systems to track and enhance organizational performance.
• Conduct regular assessments and audits to identify areas for improvement and ensure compliance with organizational standards.
• Work with leadership to track performance goals and benchmarks.
• Provide recommendations for operational efficiencies and cost‑saving initiatives.
• Project management duties: Track projects from inception to completion.
• Coordinate project activities, resources, and stakeholders to ensure timely and successful project delivery.
• Track project progress, identify risks, and implement mitigation strategies.
• Prepare project status reports and communicate updates to relevant stakeholders.
• Administrative duties: Manage and maintain executive schedules, including meetings, appointments, contact management, and travel arrangements.
• Prepare and edit correspondence, reports, presentations, and other documents.
• Handle confidential information with discretion and professionalism.
• Coordinate and prepare materials for meetings, conferences, and presentations.
• Serve as a liaison between the executive and internal/external stakeholders.
• Assist with special projects and events as needed.
• Perform general office duties such as scanning, organizing, renaming files, ordering supplies, managing office equipment, running errands, cleaning, and maintaining office organization.

Skills

Administrative experience

Executive support

Microsoft Office

Communication skills

Relationship building

Education

Bachelor’s degree or higher

Tools

SmartSheet

Salesforce

Office suite

Job description

Marketing Blurb

Workshops for Warriors® (www.wfw.org) is a non-profit founded in 2008. Its mission is to place veterans and wounded warriors into advanced manufacturing careers by providing them with industry-leading training, nationally recognized credentials, work experience, and job placement. Training is provided at no cost to veterans. We are rebuilding America’s advanced manufacturing workforce, one veteran at a time with a team of passionate, enthusiastic professionals who want to make a difference in the lives of those we serve, their families, and our country.

Marketing Position Details

YOU

… Wicked-smart, ridiculously organized and often referred to as the most capable and resourceful person people know. You graduated at the top of your class, are personable, and incredibly driven to succeed. Computer prowess, online research, and social graces are skills that you mastered years ago.

You want to live here in San Diego, CA. Close to the beach.

You take pride in having a supremely high attention to detail, relentless follow-through, and injecting everything you do with intelligence.

You want to work at a place that makes a difference. Where everyone is smart but not arrogant. Where everyone focuses their intelligence towards the greater good.

You take pride in your appearance (without being vain) and can intelligently and thoughtfully engage with Industry Leaders, Senators, Admirals, Mayors, yet remain approachable and compassionate enough to speak with a homeless veteran that may walk in looking for help.

US

A rapidly growing San Diego-based non-profit and manufacturing company that is seeking an Aide for our C‑Suite. This position will provide executive‑level support very busy executives including the CEO.

Duties may be administrative and project‑based and include scheduling travel, arranging meetings, handling of information requests, research, report preparation and correspondence and liaising with senior management and board members. The position requires a high degree of professionalism, diplomacy and discretion in handling confidential information, initiative, and independence in supporting on a wide variety of tasks.

Duties and Responsibilities

Data Analysis Duties

• Collect, analyze, and interpret complex data sets to inform decision‑making and strategic planning.
• Develop and maintain databases, dashboards, and reporting tools to track key performance indicators (KPIs).
• Prepare detailed reports, visualizations, and presentations based on data analysis for executive review.
• Identify trends, patterns, and insights to drive operational improvements and strategic initiatives.
• Collaborate with various departments to ensure task status, data integrity, and consistency.

Operations and Performance Management Duties

• Monitor and evaluate the effectiveness of business processes and operations.
• Develop, implement, and maintain performance management systems to track and enhance organizational performance.
• Conduct regular assessments and audits to identify areas for improvement and ensure compliance with organizational standards.
• Work with leadership to track performance goals and benchmarks.
• Provide recommendations for operational efficiencies and cost‑saving initiatives.

Project Management Duties

• Track projects from inception to completion.
• Coordinate project activities, resources, and stakeholders to ensure timely and successful project delivery.
• Track project progress, identify risks, and implement mitigation strategies.
• Prepare project status reports and communicate updates to relevant stakeholders.

Administrative Duties

• Manage and maintain executive schedules, including meetings, appointments, contact management, and travel arrangements.
• Prepare and edit correspondence, reports, presentations, and other documents.
• Handle confidential information with discretion and professionalism.
• Coordinate and prepare materials for meetings, conferences, and presentations.
• Serve as a liaison between the executive and internal/external stakeholders.
• Assist with special projects and events as needed.
• Perform general office duties such as scanning, organizing, renaming files, ordering supplies, managing office equipment, running errands, cleaning, and maintaining office organization.

Qualifications & Work Experience

To perform this job successfully, the candidate must be able to perform each essential duty satisfactorily (with or without an accommodation). The requirements listed below are representative of the knowledge, skill, and/or ability required.

• Paralegals, Flag Aides, Navy Legalman Rating, Navy Yeoman, Navy IS ratings, and/or other Administrative Rates/specialties, background preferred.
• Bachelor’s degree or advanced degree in Business Administration, Accounting, Engineering, Aerospace, Business Law, Computer Science, or Architecture and/or an equivalent combination of education and experience preferred.
• 3+ years of experience in a high‑level administrative/executive assistant role to a high‑level executive.
• Have a valid driver’s license, reliable transportation, and can obtain a security clearance.
• Experience working with construction projects and with new office builds is a bonus
• SmartSheet and Salesforce experience preferred.
• Excellent verbal and written communication skills.
• Excellent in Microsoft Office products experience and knowledge. (Excel, Word, PowerPoint, Outlook, Loop, Tasks, etc.).
• Very people oriented, supports a positive working environment.

Mission and Values

• Fostering Positive Relationships - Communication, teamwork and trust are the three hallmarks of good relationships with co‑workers and students.
• Exceeds Expectations - Sees every task or situation as an opportunity to go above and beyond.
• Accountable - Taking personal responsibility for their work, owns mistakes and does not blame others or make excuses.
• Mission Driven - Work and decision‑making are focused on what is best for the organization, not ego‑driven.
• Tenacious - Employee demonstrates determination, persistence, and grit. Doesn’t give up!

Important Notes

Position Details

This is a full‑time hourly (non‑exempt) position (40+ hours/week).

Schedule

This position generally has a flexible end time based of the needs of the business and employee Monday‑Friday and occasional weekends (with advance notice).

Pay

This pay does not include any opportunity for incentive compensation and is only reflective of the base pay for this position.

The range of pay for this California‑based position is $37.00 - $43.26 hourly.

The actual compensation offer will carefully consider a wide range of factors including your skills, qualifications, experience, and location. If your experience looks a little different from what we’ve listed and you think can bring value to Workshops for Warriors, we would love to learn more about you and encourage you to apply.

Benefits and Perks

Workshops for Warriors makes available comprehensive benefits after 30 days of employment. Options include Medical (50% employer contribution), dental and vision coverage (100% employer contribution), a 401k program with employer match, 8 paid holidays, Flexible work hours (position dependent), and paid time off.

Dress code

This position has a specific dress code that may change from time to time due to the nature of travel or meeting that takes place. Generally, this position has a business or business‑casual dress code.

Supervisory

No supervisory responsibilities.

Physical Requirements

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to talk or hear.

The employee frequently is required to stand; sit; walk; use hands to finger, handle or feel; and reach with hands and arms. The employee is regularly required to push, move, lift or otherwise bear 10‑30lbs. Applications may include but are not limited to repetitive work using a computer keyboard, mouse and headphones while sitting and/or standing at an assigned work desk area.

Work Environment

The employee works in an office/administration building in an urban industrial neighborhood. Other areas within the school are mixed use such as classrooms, welding, and machining areas.

Employee may have additional environmental hazards such as: chemical, electrical, flammable, or mechanical in nature.

E-Verify Compliance Statement

Workshops for Warriors, Inc. participates in the E‑Verify program. We ensure employment eligibility of all employees by using the E‑Verify electronic verification system.

Policy for Discrimination, Harassment and Retaliation Prevention

Workshops for Warriors is committed to providing a professional work environment free from discrimination and harassment, including discrimination and harassment based on a protected characteristic, and an environment free from retaliation for participating in any protected activity covered by this policy.

E‑EO Statement

Workshops for Warriors is committed to providing equal employment opportunities to all employees, applicants, unpaid interns, and volunteers without regard to actual or perceived: race (including hair texture or protected hairstyles, e.g. braids, locks, and twists), color, religion, religious creed (including religious dress and grooming practices), national origin (including language use restrictions), ancestry, citizenship, disability (mental and physical) including HIV and AIDS, medical condition (including cancer and genetic characteristics), genetic information, marital status, sex (including pregnancy, childbirth, breastfeeding, or related medical conditions), gender, gender identity, gender expression, age (40 years and over), sexual orientation, veteran and/or military status, family and medical leave status, domestic violence victim status, political affiliation, and any other status protected by federal, state, or local law.

Other

All openings are subject to change without notice, due to the volume of applications / resumes received, we are unable to respond to status inquiries. Please be assured that your information is being properly handled and forwarded to the appropriate hiring staff. If your skills and qualifications meet the needs of the job, you will be contacted.