Executive Assistant to the CEO

Position Summary:

Joybound’s Executive Assistant to the CEO is an integral part of Joybound's executive team, while serving as a professional interface with Board Directors, volunteers, donors, media, and community supporters. This role encompasses high-level administrative functions in support of all CEO activities, including but not limited to prompt, accurate calendar management, meeting and hospitality arrangement and facilitation, materials production and distribution, Board support, project production and management, and other duties to ensure seamless executive and organizational effectiveness.

KEY RESPONSIBILITIES

• Executive Partnership: Serve as trusted partner to the CEO, and as required, other senior leaders, anticipating Executive divisional needs and managing complex priorities to optimize executive effectiveness
• Interpersonal Relationships: Interact and communicate in a timely, professional manner with colleagues, volunteers, donors, supporters, and the public in a manner that advances a culture of trust, transparency, positivity, empathy, and excellence at Joybound
• High-Level Communication: Correspond directly and/or draft, edit, and coordinate executive correspondence, creating supporting documents, presentations, and other deliverables needed with discretion as well as professional and technological excellence
• Strategic Calendar Management: Timely and accurate comprehensive scheduling for the CEO, including stakeholder meetings, board engagements, media appearances, and community events with appropriate preparation time, while proactively anticipating and advising the CEO of conflicts and needed adjustments due to advised prioritizations
• Executive Travel Coordination: Manage complex travel logistics and expense reporting for the CEO and other organizational leaders as required
• Stakeholder Communication: Serve as professional liaison and triage for CEO communications, screening inquiries and directing requests to appropriate team members as needed
• Project Management: Lead special projects and cross-functional initiatives as assigned by CEO or designated organization leadership
• Board of Directors Support: Under the request and direction of the CEO, Committee Staff, or Board Liaison, support Board logistics, including but not limited to scheduling, meeting preparation, professional communication, record-keeping, minutes preparation and other support duties as assigned.
• Confidentiality: Exercise exceptional discretion at all times, given the sensitivity of information associated with the role
• Operational Excellence: Manage executive office operations, including prompt correspondence flow, impeccable document management, and administrative coordination
• Mission and Values Commitment: Support the advance of organizational initiatives with professionalism, adaptability, in alignment with Joybound's values at all times
• Regulatory Compliance: Ensure adherence to all applicable regulations, safety protocols, and organizational policies in all duties
• Other duties as Assigned

REQUIRED QUALIFICATIONS

Knowledge, Skills, and Abilities:

• Executive Support Experience: Minimum 5 years providing administrative support to C-level executives in professional environments
• Advanced Organizational Excellence: Demonstrated expertise in complex project management and task prioritization, team coordination and communication, and exceptional attention to detail while anticipating and managing competing priorities
• Professional Communication Mastery: Superior delivery of timely, succinct and tone-appropriate communications, including phone presence, videoconferencing facilitation, and virtual meeting coordination with executive-level stakeholders
• Strategic Communication Skills: Exceptional writing, editing, and verbal communication abilities with experience composing and proofing executive-level correspondence, presentation development, and sensitive communications; proficiency with style guides and professional formatting standards
• Technology Proficiency: Advanced across Microsoft Office Suite, email and video conferencing platforms, along with emerging AI integration tools; experience collaborating with graphic designers, editors, and vendors for professional publications
• Stakeholder Relations: Proven ability to interact professionally with diverse audiences including board members, major donors, community leaders, and media representatives
• Cultural Competency: Demonstrated experience working effectively within diverse, multicultural environments with sensitivity to varying perspectives and backgrounds
• Valid California Driver's License with clean driving record (no more than two at-fault incidents in three years, no major violations in ten years)
• Must successfully complete comprehensive background check due to access to confidential organizational information
• Pre employment background screening required
• Ability and licensing to drive an automobile.

EDUCATION AND EXPERIENCE

• Bachelor's degree or equivalent professional experience.
• Previous experience in nonprofit or mission-driven organization a plus, but not required
• Board  or fundraising communication support experience a plus

PHYSICAL REQUIREMENTS 

The position requires prolonged sitting, reaching, twisting, turning, bending, stooping, lifting, and carrying paper, documents, and other items weighing up to 20 pounds in the performance of daily activities; body mobility to move from one work area to another and occasional travel by vehicle; grasping, manual dexterity, repetitive hand movement and fine coordination in preparing reports and data using a computer keyboard; vision sufficient to observe work performed, read correspondence, reports, statistical data, computer screen and other standard text; and hear and speak well enough to converse with others in person, by phone, and in meetings. Work environment includes constant exposure to animals and animal allergens.

HOURS

Nonexempt:

Full-time, non-exempt, onsite position requiring a minimum of 40 hours per week (Monday - Friday). Hours and workdays may vary according to the needs of the department. Occasional evening and/or weekend work may be required.

At Joybound, we value diversity and treat all employees and job applicants based on merit, qualifications, competence, and talent. We do not discriminate on the basis of or traits historically associated with race; color, religion, religious creed, national origin, ancestry, citizenship, physical or mental disability, medical condition, genetic information, marital status, sex, gender, gender identity, gender expression, age, sexual orientation, veteran and/or military status), domestic violence victim status, political affiliation, and any other status protected by state or federal law.