Executive Assistant

Gentle Barn Foundation•Santa Clarita, CA

22h•Onsite

About The Position

We are looking for an accomplished and proactive Executive Assistant to support the CEO. This full-time, onsite position extends beyond traditional calendar management; it demands a strategic partner who will guide execution and management of the CEO’s evolving priorities. This position is essential to the effectiveness of the CEO and the overall success of the organization. The Executive Assistant will play a pivotal role in ensuring the CEO can focus on strategic priorities while maintaining operational excellence across all areas.

Requirements

Minimum 5 years of proven experience supporting a senior executive, preferably in a fast-paced or nonprofit environment
Some education strongly preferred
Exceptional organizational skills and meticulous attention to detail
Strong ability to prioritize, multitask, and manage competing demands under pressure
Superior written and verbal communication skills
High emotional intelligence and the ability to interact with diverse stakeholders
Demonstrated integrity, discretion, and professionalism
Self-starter with a proactive mindset and strong problem-solving abilities
Flexibility and adaptability in a constantly evolving environment
Proficient in utilizing and optimizing various software programs, including Google Suite, Microsoft Office (Word, Excel, PowerPoint)
Excellent verbal and written communication skills
Highly organized with strong attention to detail
Must be a proactive problem solver
Must be capable of working both independently and as part of a team
Proven skills in interfacing with a wide range of professionals
Ability to exemplify both discretion and confidentiality
Must be available to work varying hours based on the needs of the business
Prior experience with calendaring and travel coordination

Nice To Haves

Spanish (Bilingual)
Prior experience with Neon is a plus

Responsibilities

Provide comprehensive administrative and project management support to the CEO, including calendar management, meeting coordination, and travel arrangements
Anticipate the CEO’s needs and proactively address scheduling, priorities, and potential conflicts
Prepare agendas, briefing materials, presentations, and follow-up action items
Serve as a gatekeeper and strategic partner in managing the CEO’s time and priorities
Act as a primary point of contact between the CEO and internal/external stakeholders
Draft, edit, and manage high-level correspondence and communications
Interact professionally with board members, donors, partners, and staff at all levels
Ensure clear, timely, and effective communication on behalf of the CEO
Track and manage multiple high-priority projects simultaneously
Coordinate cross-functional initiatives and ensure alignment with organizational goals
Support board relations, including meeting logistics and materials preparation
Maintain systems for tracking deadlines, deliverables, and follow-ups
Handle sensitive information with the highest level of confidentiality and professionalism
Exercise sound judgment in decision-making and information sharing