Executive Assistant

About Us:

For nearly 120 years, Volunteers of America has been the charity to step forward and help the most vulnerable in communities across the United States. Volunteers of America, Southwest inspires hope through its ministry of service by providing individuals and families with the tools they need to improve their quality of life. We operate twenty-eight human service programs in the areas of education and social development of young children, treatment and rehabilitation, housing, veterans and aging services. Each year, more than 16,000 lives are changed through our services. Our programs are located in San Diego, Imperial, Riverside and San Bernardino Counties. To learn more, visit us online at www.voasw.org. 

The Executive Assistant’s primary duties include accounts payable and finance administrative support, reception and front-desk coverage, event coordination, Board of Directors administrative support, and daily office support to maintain a welcoming, organized, and efficient workplace. Reporting to the Chief Executive Officer (CEO), the role provides high-level administrative, logistical, and confidential support to the CEO and additional administrative support to the Chief Financial Officer (CFO) and Chief Operating Officer (COO). The Executive Assistant coordinates executive schedules, communications, meetings, and follow-up; serves as a professional liaison to the Board of Directors, national Volunteers of America partners, and external stakeholders; and works with executive, functional, and site leaders across a matrix organization with locations in San Diego, San Bernardino, and El Centro. Success in this role requires sound judgment, discretion, initiative, and the ability to balance competing priorities accurately and professionally.

• Accounts Payable & Finance Administrative Support 
  • Invoice Intake & Routing: Receive invoices from vendors, mail, email, Bill.com, and internal departments. Review for completeness and route invoices through the appropriate approval and Accounts Payable workflow.
  • Bill.com Support: Upload invoices and supporting documents, monitor approval workflows status, and help obtain secure missing documents or approvals.
  • Invoice Tracking & Follow-up: Check that invoice packages contain required documentation and other necessary information. Follow up on outstanding or incomplete items to ensure timely processing.
  • Vendor Support: Coordinate the collection and maintenance of vendor documentation, assist with vendor onboarding requirements, and respond to or route routine vendor inquiries.
  • Deposits: Receive checks and other payments, prepare deposit records and packages, and deliver or transmit deposits according to accounting procedures and internal controls.
  • Financial Confidentiality: Safeguard invoices, checks, banking information, vendor records, employee information, and other financial documents.
  • Internal Controls: Follow financial policies, approval requirements, record-retention procedures, and segregation-of-duties controls.
• Reception and front-desk services: Serve as the primary receptionist and first point of contact for visitors and callers. Greet and direct visitors, notify appropriate staff of arrivals, follow established visitor sign-in and access procedures, answer and route incoming calls, take accurate messages, and respond to routine inquiries professionally. Maintain an orderly, welcoming reception area and coordinate front-desk coverage during breaks, absences, and other assigned activities.
• General office support: Receive, sort, and distribute mail and deliveries; prepare outgoing mail and shipments; monitor and replenish office supplies within established purchasing procedures; and perform copying, scanning, filing, data entry, and routine document preparation. Coordinate shared meeting-room calendars, help keep common office areas organized and stocked, and report or coordinate routine office equipment and maintenance needs with appropriate staff or vendors.
• Executive scheduling and travel: Manage the CEO’s calendar, meeting priorities, travel arrangements, correspondence, and time-sensitive follow-up. Coordinate calendars, travel, and administrative support for the CFO and COO as assigned.
• Board and committee administration: Coordinate meeting schedules, notices, agendas, materials, minutes, action items, and secure records in partnership with leadership.
• Stakeholder communications: Serve as a responsive, professional point of contact for Board members, national Volunteers of America colleagues, community partners, donors, and internal leaders.
• Executive materials: Prepare, format, and proofread presentations, briefing materials, reports, correspondence, and other communications for the CEO, CFO, and COO. Coordinate appropriate review and approval before distribution.
• Meeting coordination: Arrange virtual meetings using Zoom and Microsoft Teams, including invitations, technical setup, supporting documents, and post-meeting action tracking.
• Priority and project tracking: Maintain records of executive priorities, deadlines, assignments, and cross-functional projects. Follow up with responsible parties, identify delays, and promptly raise conflicting requests. Confirm competing priorities with the CEO and communicate agreed timelines to the CFO and COO.
• Cross-functional coordination: Collaborate with executive, functional, and site leaders across San Diego, San Bernardino, and El Centro. Clarify responsibilities, coordinate shared resources and timelines, and escalate unresolved priorities through established reporting channels.
• Administrative problem-solving: Anticipate executive support needs, resolve routine administrative issues independently, and recommend improvements to Executive Office workflows and follow-through.

• Confidentiality: Safeguard sensitive personnel, governance, financial, and organizational information and exercise discretion in all communications and record-keeping.
• Events and leadership visits: Coordinate special events, leadership visits, and Board-related logistics. As assigned, lead planning, setup, on-site coordination, and breakdown for in-person meetings and events, including space arrangements, materials, equipment, refreshments, vendors, and hospitality, in partnership with appropriate staff.

Perform other related duties as assigned to support effective operations and the mission of VOA Southwest.

We have a great benefits package including a variety of options for medical, dental, vision, life insurance, Aflac, Employee Assistance Program and 403B retirement plan as well as sick leave and generous vacation plan and 10 paid holidays. 

Equal Opportunity Employer

Applications are only accepted online. This employer participates in e-Verify.

Qualify through one of the following combinations of education and progressively responsible administrative or executive support experience:

• High school diploma or GED and 5–7 years of relevant experience.
• Associate degree (AA/AS) in business administration or a related field and 3–5 years of relevant experience.
• Bachelor’s degree (BA/BS) in business administration or a related field and at least 3 years of relevant experience.

Each pathway must include at least 3 years supporting executive leadership in the same or a similar role. These 3 years are included in—not additional to—the total experience required above. Nonprofit or Board support experience is strongly preferred.

• Technology: Strong proficiency in Microsoft Outlook, Word, Excel, PowerPoint, Teams, Zoom, and shared digital files; familiarity with Microsoft 365 preferred.
• Communication and judgment: Excellent written and verbal communication, diplomacy, discretion, sound judgment, and emotional intelligence.
• Organization and adaptability: Proactive, resourceful approach to supporting multiple executives, balancing competing requests, and adapting to shifting deadlines while maintaining attention to detail.
• Professional presence: Poise, strong interpersonal skills, and confidence interacting with high-visibility stakeholders.
• Independent execution: Ability to work independently, manage sensitive information, and consistently deliver accurate, polished work.
• Transportation: Access to a personal vehicle and/or reliable transportation for travel among organizational sites and attendance at required work-related meetings, events, and functions.

Maintain professionalism, accountability, confidentiality, and respectful communication in all aspects of the role. Provide timely status updates to the CEO, CFO, and COO; confirm priorities when requests compete; and follow established approval and escalation practices. Apply sound judgment, meet agreed deadlines, and contribute to continuous improvement in Executive Office operations.

Schedule and setting: Primarily on-site office work, Monday–Friday, 8:00 a.m.–5:00 p.m., with a meal period and rest breaks in accordance with applicable law. Occasional evening or weekend work may be required to support meetings, events, and other work-related functions, including event setup and support.

Travel: Occasional travel among organizational sites in San Diego, San Bernardino, and El Centro and to in-person meetings or events may be required, with appropriate compensation for hours worked.

Physical demands and accommodations: Duties generally involve computer work, meetings, speaking, hearing, sitting, and occasional movement of meeting or event materials of up to 25 lbs. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform essential functions.

This job description outlines the general responsibilities of the position and is not an exhaustive list of duties or a contract of employment. VOA Southwest may modify responsibilities consistent with applicable law. Employment is at will unless otherwise provided by law or written agreement.