Temporary Executive Assistant

Del Mar Fairgrounds/22nd District Agricultural Association•Del Mar, CA

9d•$25•Onsite

About The Position

A position within the Administration Department reporting directly to the Chief Executive Officer, the Executive Assistant is responsible for managing and executing a broad range of administrative tasks, including but not limited to coordinating meetings, managing correspondence, arranging travel, and serving as a liaison for the Board of Directors. This role requires exceptional organizational skills, a high level of discretion, an ability to analyze and anticipate needs and issues, and strong communication capabilities.

Requirements

Three or more years’ experience supporting an executive or senior leadership team
Exceptional writing, editing, and proofreading skills
Excellent organization and time-management skills
Demonstrated ability to multitask and pay attention to details
Experience handling highly sensitive and confidential information
Excellent computer skills, including Microsoft 365 products and Microsoft Teams
Demonstrated resourcefulness and creative problem-solving skills

Responsibilities

Manages the CEO’s calendar, schedules appointments, and coordinates meetings in a timely and efficient manner.
Briefs the CEO daily and as needed on schedule, needs, and outstanding items, requests, and correspondence.
Prioritizes items and tasks and brings urgent matters to the CEO’s attention quickly.
Tracks the CEO’s initiatives and priorities and works with the CEO to ensure continued progress and adherence to the annual work plan.
Ensures the CEO reviews contracts, purchase orders, and other requests and administrative needs in a timely manner.
Acts as the primary point of contact for the CEO.
Manages correspondence, including sending and promptly responding to emails, chat messages, and phone calls.
Assists with the preparation and drafting of communications to the Board.
Assists with writing and editing correspondence, such as emails, memorandums, and other forms of communication intended for both internal and external stakeholders.
Assists in the preparation of meeting agendas, materials, and follow-up actions.
Coordinates and oversees completion of special projects and initiatives, as assigned by the CEO.
Attends meetings, takes notes for follow up action, and helps ensure meetings run smoothly.
Prepares and edits reports, presentations, spreadsheets, and other documents.
Ensures the documents are properly filed, distributed, and stored.
Seeks and coordinates opportunities for the CEO to participate in activities that strengthen the District’s standing.
Accompanies the CEO during events and activities, providing logistical support.
Assists with researching issues related to policies, procedures, industry trends, and other matters as assigned.
Demonstrates discretion and handles sensitive information with the highest levels of confidentiality and professionalism.
Submits and manages catering requests and event work orders for meetings and special events.
Completes other duties as assigned.