Executive Assistant

Executive Assistant To The President/CEO

Exceptional Parents Unlimited offers a unique opportunity to join a forward-thinking organization that champions innovation, collaboration, and personal growth. As the Executive Assistant to the President/CEO, you will play a pivotal role in providing high-level support, thoughtful guidance, and strategic insight to executive leadership. We are committed to fostering a supportive, dynamic work environment where you can thrive, contribute meaningfully, and help advance our mission.

The Executive Assistant to the President/CEO at Exceptional Parents Unlimited (EPU) provides high-level, confidential, and strategic support to the President/CEO. This role ensures the smooth operation of executive functions, facilitates communication with internal and external stakeholders, and represents the President/CEO in meetings and community engagements. The Executive Assistant is a key partner in advancing EPU's mission through project management and coordination, Board support, and collaboration with EPU leadership, requiring exceptional judgment, discretion, and initiative.

Executive Support & Representation

• Serve as a liaison between the President/CEO and internal staff, Board members, donors, and external partners including agency leaders and elected officials.
• Represent the President/CEO at meetings, community events, and collaborative engagements as needed.
• Manage the President/CEO's calendar, travel arrangements, meeting agendas and correspondence.
• Draft high level communications, reports, policy briefs, and presentations.
• Provide support to Directors at the direction of the President/CEO.

Board & Governance Support

• Coordinate Board of Directors meetings, including agenda development, minute taking, and follow up activities.
• Maintain governance documents, including bylaws, board records, and committee materials.
• Support board member onboarding, engagement, and ongoing communication.

Project Management & Strategic Initiatives

• Assist in leading/coordinating cross departmental initiatives on behalf of the President/CEO.
• Track progress on organizational goals and prepare performance reports.
• Conduct research and prepare briefing materials for executive decision making.
• Provide support on grant related tasks, including drafting and editing content.

Confidentiality & Discretion

• Handle all sensitive information with strict confidentiality and professionalism.
• Serve as a confidential advisor to the President/CEO.
• Manage personnel and financial documents with discretion and in compliance with relevant laws and regulations.

Communication & Stakeholder Engagement

• Draft, edit, and prepare high level correspondence and public statements on behalf of the President/CEO.
• Coordinate donor visits and stewardship activities in partnership with the Development & Communications Department.
• Support the President/CEO in public facing communications and agency representation.

Administrative & Operational Oversight

• Coordinate logistics for retreats, staff meetings, and organizational events.
• Maintain executive level filing systems and records in accordance with best practices.
• Ensure adherence to EPU standards, policies, and procedures.
• Manage records and information in compliance with HIPAA and other confidentiality requirements.
• Maintain flexible work hours, including occasional evenings, based on executive and organizational needs.
• Perform additional duties as assigned.

Requirements

Knowledge, Skill, and Experience:

Education: Bachelor's degree in public administration, nonprofit management, or related field required.

Skills: This position requires an articulate, professional, and well-mannered individual able to multi-task throughout the day and maintain a calm, organized, and clean working environment; an individual who can troubleshoot, analyze, and problem-solve by seeing the big picture and apply what has been learned to future projects; someone who can interact with the public, answer questions, maintain a professional and positive appearance, and use wisdom and discretion in all interactions with the public; a high level of confidentiality and understanding of handling needs and issues of a sensitive nature.

Experience: 3+ years' experience as an Executive or Administrative Assistant (nonprofit setting preferred). 2+ years' experience with entering, compiling, and summarizing data. Accurate data entry at the rate of 45 WPM. Strong organizing and coordinating skills. Professional speaking and personal interaction skills when communicating with staff, board members, valued donors, community partners, vendors, and elected officials in a fast-paced work environment. Bilingual skills are a plus. Experienced working with and managing email and calendar management software (Outlook and Microsoft Office). Experienced in managing logistical needs (travel, etc.) and making changes when necessary. Experience in creating, composing, and editing written materials, with strong business acumen. Experienced in analyzing and solving problems and making administrative/procedural decisions and judgments. Experience in recording and transcribing meeting minutes. Must hold a valid California Driver's license and have a good driving record with no serious violations for the previous two-year period and be able to provide proof of current automobile liability insurance.

Physical Demands: Typical Working Conditions: Position is housed at the main EPU facility. The position requires the ability to sit and work on a computer for extensive periods. Position requires fine dexterity, and repetitive hand and wrist movements.

Equipment Used: Computers, printers, telephones, and fax machines. May require operating a personal vehicle or Agency vehicle for local travel.

Essential Physical Tasks: Must be able to sit for long periods of time, working with a keyboard and computer screen.

This position description may not be an exhaustive list of all duties, knowledge, or abilities associated with this classification; however, it is intended to accurately reflect the principal job elements. Related duties, knowledge, or skills to those expressly stated may also be required for successful performance of the position.