Administrative Assistant (Ventura)

Our client is seeking an Administrative Assistant to support the CEO.

• 100% on site
• Non-Profit experience HUGE plus!

The Administrative Assistant provides high-level administrative support to the Chief Executive Officer (CEO) and serves as the central coordinator for all grant-related calendaring, communications, deadlines, and reporting. This position ensures timely and accurate execution of grant applications, letters of interest, progress reports, expenditure tracking, and closeout requirements. The role also supports organizational initiatives with administrative preparation and coordination for special events, program visibility opportunities, and donor / grantor stewardship activities.

The ideal candidate is proactive, detail-oriented, and skilled at managing complex timelines and confidential information. They anticipate needs, maintain excellent communication, and help drive organizational priorities forward with accuracy and professionalism.

Essential Duties & Responsibilities

CEO Administrative Support

Manage the CEOs calendar, appointments, meetings, and travel arrangements.

Prepare agendas, pre-reads, meeting packets, and follow-up action items for internal and external meetings.

Draft, edit, and proofread professional correspondence, announcements, reports, presentations, and documents.

Assist with Executive Team and Leadership Team meetings, including note-taking and distribution of follow-up items.

Maintain organized digital filing systems and protect secure and confidential information.

Serve as a primary administrative partner for CEO-driven initiatives and cross-departmental projects.

Grant Coordination & Calendaring

Maintain a comprehensive grants calendar including deadlines for letters of interest, applications, supporting documents, interim reports, expenditures, compliance requirements, and final reports.

Track progress of all grant tasks across departments and send proactive reminders to ensure deadlines are never missed.

Assist with data gathering, demographic research, and other information needed for proposals.

Coordinate with Marketing, Program Delivery, and Finance to ensure grants are accurately represented, properly documented, and fully compliant with reporting expectations.

Manage grant data entry and reporting using CRM and other software systems.

Maintain grant tracking spreadsheets, funding documentation, and financial / statistical updates.

Donor & Grantor Relations

Serve as a professional point of contact for donors and grantors, coordinating communication and scheduling meetings on behalf of the CEO.

Draft and send acknowledgment letters, thank-you messages, stewardship updates, and annual reports.

Maintain accurate donor and grantor information, activity histories, and stewardship tasks in CRM.

Coordinate donor and funder meetings, site visits, calls, and follow-up communications.

Support donor outreach, engagement materials, and impact updates tied to grant-funded or donor-supported programs.

Ensure deadlines for grantor reporting are met with excellence, accuracy, and professionalism.

Cross-Department Collaboration

Partner with Marketing to prepare newsletters, web content, and updates that highlight grant-funded programs and donor-supported initiatives.

Work with Program Delivery to gather program data, track outcomes, and meet reporting requirements tied to grants.

Support the CEO with cross-functional administrative requests requiring coordination between departments.

Special Event Support

Provide administrative and logistical support for organizational events, donor gatherings, program celebrations, and community engagement activities.

Assist with scheduling, logistics, invitations, registrations, run-of-show documents, onsite support, and post-event follow-ups.

Coordinate event communication and documentation including agendas, attendee lists, thank-you notes, and tracking of post-event action items.

General Administrative Support

Create, prepare, and distribute correspondence, reports, spreadsheets, and presentations.

Answer calls, schedule meetings, and maintain communication workflows for the CEOs office.

Assist with data entry, filing, documentation, and project tracking.

Execute administrative tasks as assigned to support smooth operation of the CEOs office and organizational priorities.

Qualifications

Bachelors degree in Business, Organizational Development, Public Administration, Communications, or related field OR minimum three years of progressively responsible administrative support experience, preferably in a nonprofit setting.

Experience supporting executive leadership strongly preferred.

Prior experience with grants, donor communications, or fund development support strongly preferred.

Demonstrated organizational, time management, analytical, and problem-solving skills with exceptional attention to detail.

Strong proficiency in MS Office Suite, databases, and virtual meeting platforms; experience with CRM systems a plus.

Excellent oral and written communication skills, including editing and professional formatting.

Ability to manage confidential and highly sensitive information with discretion.

Self-motivated, resourceful, and capable of anticipating needs and working independently.

Requirements

Ability to work 37.5 hours per week, with occasional evenings or weekends based on CEO schedule or grant deadlines.

Daily access to reliable transportation within the organizations service area.

Ability to travel by car as a driver or passenger for extended periods.

Ability to lift, push, and / or pull up to 25 pounds.

Ability to stand, bend, walk, or sit at a computer for extended periods.

Successful completion of a criminal background check.