Executive Assistant

Description

Exceptional Parents Unlimited offers a unique opportunity to join a forward-thinking organization that champions innovation, collaboration, and personal growth. As the Executive Assistant to the President/CEO, you will play a pivotal role in providing high-level support, thoughtful guidance, and strategic insight to executive leadership. We are committed to fostering a supportive, dynamic work environment where you can thrive, contribute meaningfully, and help advance our mission.

Job Summary: 

The Executive Assistant to the President/CEO at Exceptional Parents Unlimited (EPU) provides high-level, confidential, and strategic support to the President/CEO. This role ensures the smooth operation of executive functions, facilitates communication with internal and external stakeholders, and represents the President/CEO in meetings and community engagements. The Executive Assistant is a key partner in advancing EPU’s mission through project management and coordination, Board support, and collaboration with EPU leadership, requiring exceptional judgment, discretion, and initiative.

Executive Support & Representation

• Serve as a liaison between the President/CEO and internal staff, Board members, donors, and external partners including agency leaders and elected officials.
• Represent the President/CEO at meetings, community events, and collaborative engagements as needed.
• Manage the President/CEO’s calendar, travel arrangements, meeting agendas and correspondence.
• Draft high level communications, reports, policy briefs, and presentations.
• Provide support to Directors at the direction of the President/CEO.

Board & Governance Support

• Coordinate Board of Directors meetings, including agenda development, minute taking, and follow up activities.
• Maintain governance documents, including bylaws, board records, and committee materials.
• Support board member onboarding, engagement, and ongoing communication.

Project Management & Strategic Initiatives

• Assist in leading/coordinating cross departmental initiatives on behalf of the President/CEO.
• Track progress on organizational goals and prepare performance reports.
• Conduct research and prepare briefing materials for executive decision making.
• Provide support on grant related tasks, including drafting and editing content.

Confidentiality & Discretion

• Handle all sensitive information with strict confidentiality and professionalism.
• Serve as a confidential advisor to the President/CEO.
• Manage personnel and financial documents with discretion and in compliance with relevant laws and regulations.

Communication & Stakeholder Engagement

• Draft, edit, and prepare high level correspondence and public statements on behalf of the President/CEO.
• Coordinate donor visits and stewardship activities in partnership with the Development & Communications Department.
• Support the President/CEO in public facing communications and agency representation.

Administrative & Operational Oversight

• Coordinate logistics for retreats, staff meetings, and organizational events.
• Maintain executive level filing systems and records in accordance with best practices.
• Ensure adherence to EPU standards, policies, and procedures.
• Manage records and information in compliance with HIPAA and other confidentiality requirements.
• Maintain flexible work hours, including occasional evenings, based on executive and organizational needs.
• Perform additional duties as assigned.

Requirements

Knowledge, Skill, and Experience:

Education: - Bachelor’s degree in public administration, nonprofit management, or related field required.

Skills: This position requires an articulate, professional, and well-mannered individual able to multi-task throughout the day and maintain a calm, organized, and clean working environment; an individual who can troubleshoot, analyze, and problem-solve by seeing the big picture and apply what has been learned to future projects; someone who can interact with the public, answer questions, maintain a professional and positive appearance, and use wisdom and discretion in all interactions with the public; a high level of confidentiality and understanding of handling needs and issues of a sensitive nature.

Experience:

• 3+ years’ experience as an Executive or Administrative Assistant (nonprofit setting preferred).
• 2+ years’ experience with entering, compiling, and summarizing data.
• Accurate data entry at the rate of 45 WPM.
• Strong organizing and coordinating skills.
• Professional speaking and personal interaction skills when communicating with staff, board members, valued donors, community partners, vendors, and elected officials in a fast-paced work environment. Bilingual skills are a plus.
• Experienced working with and managing email and calendar management software (Outlook and Microsoft Office).
• Experienced in managing logistical needs (travel, etc.) and making changes when necessary.
• Experience in creating, composing, and editing written materials, with strong business acumen.
• Experienced in analyzing and solving problems and making administrative/procedural decisions and judgments.
• Experience in recording and transcribing meeting minutes.
• Must hold a valid California Driver's license and have a good driving record with no serious violations for the previous two-year period and be able to provide proof of current automobile liability insurance.

Physical Demands:

Typical Working Conditions: Position is housed at the main EPU facility. The position requires the ability to sit and work on a computer for extensive periods. Position requires fine dexterity, and repetitive hand and wrist movements.

Equipment Used: Computers, printers, telephones, and fax machines. May require operating a personal vehicle or Agency vehicle for local travel.

Essential Physical Tasks: Must be able to sit for long periods of time, working with a keyboard and computer screen.

This position description may not be an exhaustive list of all duties, knowledge, or abilities associated with this classification; however, it is intended to accurately reflect the principal job elements. Related duties, knowledge, or skills to those expressly stated may also be required for successful performance of the position.