Administrative Assistant to CEO

Working Wardrobes•Santa Ana, CA

16h•Hybrid

About The Position

We are seeking a proactive, detail-oriented, and emotionally intelligent Administrative Assistant to directly support our CEO. You will act as a strategic partner to the CEO, managing her time, communications, and priorities so she can focus on high-impact work — particularly fundraising, board engagement, and culture building. This is not a traditional assistant role; this is a mission-critical position that requires sharp judgment, agility, and a passion for operational excellence.

Requirements

Minimum 3+ years of high-level administrative or executive assistant experience.
Strong writing and editing skills — clear, thoughtful, and aligned with brand voice.
Proficiency in Google Workspace, Microsoft Office, Zoom, and project management tools.
Strong working knowledge of CRM systems (preferably DonorPerfect) and cloud file systems (SharePoint/OneDrive).
Unshakable attention to detail, proactive mindset, and ability to stay calm under pressure.

Nice To Haves

Experience supporting fundraising and donor stewardship processes is a major plus.

Responsibilities

Calendar & Executive Support
Own and manage the CEO’s complex calendar with an emphasis on prioritization, boundaries, and preparation time.
Review meetings weekly and flag/remove low-priority items; insert logistics prep or strategic work time.
Run point on all scheduling, including external requests: insert yourself into the scheduling conversation and ensure CEO availability is protected.
Confirm the week’s appointments, ensuring guests know start times, locations for meet up and have any required documentation ahead of time
Update the CEO’s calendar to reflect all details of each meeting, and provide background information
Internal & External Communications
Draft, proof, and coordinate emails, memos, talking points, and social media posts.
Triage and organize CEO’s inbox daily, setting up rule filters and preparing drafts where answers are known.
Maintain clear folder structure: “CEO may need to read,” “Ready for CEO to send,” etc.
Draw CEO’s attention to urgent matters and approaching deadlines
Fundraising & Donor Stewardship
Prepare weekly donor contact spreadsheet for CEO with top priorities and talking points.
Coordinate with the Development Team to align with stewardship plans and enter/update DonorPerfect records.
Attend stewardship meetings when possible to stay up to date on strategic plan and incorporate these updates into weekly donor contact spreadsheet
Board & Governance Support
Prepare agendas, meeting materials, and minutes for board meetings.
Coordinate logistics, signage, and follow-up communications for board meetings, board tours, and elected official visits.
Manage CEO prep and follow-through, including donor notes in DonorPerfect and board prospect folders.
Attend specific committee meetings and board meetings, record motions and action items
Manage and regularly update Sharepoint with appropriate documents in a timely manner
Meeting Preparation, Tours & Follow-Through
Prepare rooms, materials, and participant communications for key meetings (All Team Meetings, podcasts, tours, check-ins, etc.).
Draft thank-you emails and follow-up messages from the CEO.
Capture follow-ups and ensure delegation and tracking in DonorPerfect and Google Calendar.
Culture & Relationship Stewardship
Champion culture by supporting thoughtful gestures (cards, gifts, visits) to staff, board, and donors.
Maintain a high standard of confidentiality, judgment, and grace under pressure.
General Office Support
Order office supplies and catering/food as needed
Other tasks as assigned