Executive Assistant to the CEO

TITLE: Executive Assistant to the CEO

DEPARTMENT: Executive 

REPORTS TO: CEO

SALARY: $75,000 - $80,000/annual

FLSA: Exempt

HOURS: Full-time, 40+ per week; some evening or weekend work may be required

START DATE: ASAP

Heart of Los Angeles (Heart of LA) provides underserved youth with free, exceptional programs in academics, arts, and athletics within a nurturing environment, empowering them to develop their potential, pursue their education and strengthen their communities.

Our Core Values are: Respect, Responsibility, Positive Communication, Support, and Inclusion.

POSITION SUMMARY

The Executive Assistant to the CEO is responsible for enhancing the effectiveness of our organization by providing high-quality, advanced administrative and strategic support to the CEO, Executive Team, and Board of Directors. Serving as a key partner to the CEO and point of contact for Board members, major donors, community leaders, and external partners, this role requires exceptional professionalism, diplomacy, and impeccable communication skills. Responsibilities include managing the CEO’s daily communications and calendar, coordinating Executive leadership, advancing the CEO’s key priorities, and supporting Board logistics. 

We are looking for someone trained, formally or by instinct, in the art of anticipatory service. You don’t wait to be asked. You solve problems before they surface. You make every person you interact with feel valued, seen, and well cared for. You have World-Class Service Instincts: Your baseline is exceptional. Whether greeting a first-time visitor or managing a complex scheduling conflict, you lead with warmth, poise, and genuine care. You have the highest-level hospitality and precision. Backgrounds in luxury hospitality, premium customer experience, or concierge services are a strong plus. 

ESSENTIAL DUTIES & RESPONSIBILITIES:

Administrative Support to CEO

• Schedule Management:
  • Schedule and prepare the CEO for meetings, including notes, directions, and background information. 
  • Research in advance of meetings as needed, and complete complex calendaring as needed. 
  • Attend meetings and take notes with the CEO as requested.
  • Debrief with the CEO after meetings to identify next steps, document notes, and send thank-you cards as needed.
• Correspondence Management:
  • Manage the CEO’s inbox by elevating urgent items, organizing emails, and providing immediate responses when he is unavailable.
  • Field incoming requests for the CEO’s schedule, contract review, and project support and prioritize his time with a focus on key priorities. Assist with prioritization of tasks and workflow.
  • Field and place calls on behalf of the CEO when he is unavailable.
  • Update the CEO’s donor and foundation contact moments in EveryAction.
• Administrative Management:
  • Conduct research projects and handle administrative tasks as assigned. Draft contracts, proposals, and presentations as directed by the CEO to advance the CEO’s priorities and major goals/projects for the fiscal year.
  • Coordinate the CEO’s travel arrangements and logistics.
  • Collect and reconcile the CEO’s credit card receipts and support budget administration for executive and administrative functions. 
  • Coordinate site visits and visitor logistics, including advising on Board attendance, greeting guests, offering refreshments, and making introductions.
  • Arrange catering and logistics for CEO-led and cross-Executive internal meetings and site visits.
  • Manage document flow, approvals, signatures, and records to ensure timely and accurate processing of documents and communications.
  • Manage office and administrative supply purchasing for the Executive Suite and related operational support functions.
• Other assigned duties as tasked.

Executive Team Support

• Collaborate with the Chief of Staff and Executive Team on joint tasks and projects on behalf of the CEO as directed.
• Facilitate coordination between the CEO, Chief of Staff, and Executive Team.
• Act as main contact for the Executive Team with external parties when coordinated effort is needed.
• Provide the Chief of Staff with complex calendaring and administrative support, including document and presentation review, as requested by the CEO.

Administrative Support to the Board and Board President

• Handle all Board meeting logistics including scheduling, distribution of materials, set up, note taking, and organizing and disseminating the Board minutes.
• Manage the Board Portal on the Heart of LA website.
• Maintain the Board Minute Book.
• Communicate important updates and news to the Board as directed.
• Act as a logistical contact for the Board regarding Heart of LA Board meetings, events, and staff.
• Assist in planning and executing key Board Committee Meetings, including the Finance, Audit, Investment, Executive, Gala, and Capital Campaign Committee Meetings, and tasks to advance the Board’s annual needs and initiatives. Maintain accurate Board records and governance documentation, including committee assignments, contact lists, and historical archives.
• Draft Board Correspondence for the Board President as needed.
• Plan and execute the Board Staff Dinner and Board Social Dinner.

QUALIFICATIONS | TRAITS AND CHARACTERISTICS DESIRED:

• At least 3-5 years of experience providing executive-level support, preferably in a mission-driven environment.
• Strategic and Supportive Mindset: The ideal candidate will be supportive of the CEO’s vision for Heart of LA and his major goals and projects and will be a strategic partner to the CEO in his endeavors.
• Professionalism:  As the first point of contact for many important constituents and as a representative of the CEO, this person must exemplify Heart of LA’s core values and exhibit maturity and courtesy at all times.
• Customer Service: The ideal candidate has a natural understanding of how to build and enhance relationships through timely and gracious communications. 
• Communication Skills: This position requires someone with excellent writing skills and grammar, as well as an ability to be welcoming and helpful in person and on the phone. 
• Attention to Detail: A methodical and organized mindset will lend itself best to both the task management and data entry aspects of this position.
• Discretion & Confidentiality: The person in this position will be privy to confidential and sensitive information. It is imperative that this individual adhere to the organization’s code of ethics and maintain confidentiality at all times. Trustworthiness and sensitivity are essential qualities. 
• Research: Quality research skills and good discretion related to sources is critical.
• Intermediate level of computer skills including Google Workspace (Docs, Sheets, Slides, etc), Microsoft Office (Word, Excel, Powerpoint, etc), Canva, and Adobe PDF.
• Ability and willingness to work occasional evenings and weekends.
• Ability to be a strong role model for youth during all working hours.
• Interest in learning project management is a plus.
• Must pass CA DOJ background check.

BENEFITS: 

• Employer-covered medical, dental, vision, life insurance, and mental wellness benefits
• 403(b) retirement plan with 5% employer contribution
• Generous paid time off, including 9 paid holidays annually, birthday holiday, summer break, winter break, and paid vacation that increases with tenure

PHYSICAL DEMANDS & WORK ENVIRONMENT

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the functions. While performing the duties of this position, the employee is regularly required to talk or hear. The employee frequently is required to use hands or fingers, handle, or feel objects, tools or controls. The employee is occasionally required to stand; walk; sit; reach with hands and arms; climb or balance; and stoop, kneel, crouch, or crawl.

The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this position include close vision, distance vision, color vision, peripheral vision, and the ability to adjust focus. The noise level in the work environment is usually moderate. The building environment may not provide air conditioning and heat in all areas. Outdoor work is expected in some cases. 

This job description in no way states or implies that these are the only duties to be performed by the employee(s) incumbent in this position. Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments.

All duties and responsibilities are essential functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities. To perform this job successfully, the incumbents will possess the skills, aptitudes and abilities to perform each duty proficiently. Some requirements may exclude individuals who pose a direct threat or significant risk to the health or safety of themselves or others. The requirements listed in this document are the minimum levels of knowledge, skills or abilities.

As an equal opportunity employer, Heart of LA values having a diverse workforce and continuously strives to maintain an inclusive and equitable workplace.  We encourage people with a diverse range of backgrounds to apply. We do not discriminate against any employee or applicant on the basis of race, color, national or ethnic origin, religion, age, gender, handicap, pregnancy, sexual orientation, veteran status, or any other legally protected characteristics.

Legal Disclaimer: This document is intended for informational purposes only and by no means should replace or substitute other legal documents (governmental or non-governmental) reflecting similar content or advice. If you have legal questions concerning your situation or the information provided, you should consult with an attorney.