Executive Assistant (EA)

Overview
We are seeking a highly organized and proactive Executive Assistant to provide comprehensive administrative support to our executive team. The Executive Assistant (EA) to the CEO plays a vital role in supporting the Chief Executive Officer. This position ensures the CEO’s effectiveness and efficiency by managing schedules, communications, donor engagement activities, board and committee coordination, and high-level administrative functions. The EA must be detail-oriented, mission-driven, proactive, and able to manage multiple priorities in a dynamic environment. Maintaining a high level of confidentiality and discretion is essential in all aspects of the role.

Responsibilities

Executive Support:

· Manage and maintain the CEO’s calendar, including scheduling internal and external meetings, events, travel, and speaking engagements.

· Monitor and prioritize the CEO’s email inbox, draft correspondence, and ensure timely responses and follow-ups.

· Provide reminders and prepare daily briefings to keep the CEO informed and organized.

· Track tasks, deadlines, and priorities, ensuring the CEO stays focused and on schedule.

· Handle sensitive information with absolute confidentiality and professionalism.

Board & Committee Administration:

· Schedule and coordinate meetings for the Board of Directors and key committees.

· Prepare and distribute agendas, minutes, reports, and other meeting materials.

· Maintain accurate and confidential records of board and committee proceedings.

· Support the CEO and board members with logistics and follow-up tasks.

Donor and Stakeholder Engagement:

· Assist in scheduling and preparing the CEO for donor meetings, events, and follow-ups.

· Ensure the CEO is briefed on donor history and relationships before engagements.

· Track and follow up on donor communications and stewardship actions.

· Maintain confidentiality around donor data, financial contributions, and personal information.

· Support donor and stakeholder events while safeguarding sensitive relationship information.

Operations & Administrative Support:

· Organize and maintain executive files and sensitive documents securely.

· Liaise with internal departments and external partners on behalf of the CEO.

· Support special projects and strategic initiatives led by the CEO.

· Uphold confidentiality and exercise sound judgment in all communications and administrative tasks.

· Maintain discretion when handling internal matters, personnel discussions, and organizational strategy.

Qualifications

· Minimum of 3–5 years in executive support, nonprofit administration, or a related field.

· Proven ability to maintain confidentiality and act with discretion at all times.

· Strong organizational and time management skills; ability to manage up.

· Exceptional communication skills, both written and verbal.

· High proficiency in Microsoft Office, Google Workspace, and CRM/database tools.

· Experience supporting boards or high-level committees preferred.

· Commitment to the mission of homelessness prevention and social impact.

Working Conditions:

· Hybrid or remote work environment depending on organizational needs.

· Some evening or weekend availability may be required for events or meetings.

· This role requires handling confidential and time-sensitive information with integrity and care.

About us: St. Mary’s Community Services (SMCS) is one of the largest and most respected human service providers in the San Joaquin County area, dedicated to facilitating pathways out of homelessness for thousands of clients annually. Through strategic partnerships and direct service, we offer a range of critical services to facilitate four main outcomes:

1) safe and stable housing,

2) mental/physical wellbeing,

3) education/employment and

4) permanent connections – ultimately supporting individual’s journeys to become independent and self-sufficient.

Last year, SMCS served more than 231,000 meals and provided more than 55,000 bed nights to more than 5,000 individuals in need. By the end of 2025, two additional shelter programs are scheduled to open, which will nearly double its bed count, staffing and budget. This is an exciting time of tremendous growth, and we are looking for dedicated and experienced individuals to join our team.

SMCS provides equal employment opportunities to all employees and applicants for employment and prohibits the discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

Job Type: Full-time

Pay: From $30.00 per hour

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Work Location: In person

Salary : $30