Job Details

Our client, a private, non-profit agency is seeking a highly organized, discreet, and proactive Executive Assistant to support our Executive Director, Executive Team, and Board of Directors. This is a critical, high-impact role that serves as the operational backbone of leadership ensuring seamless communication, compliance, and coordination across the organization. This position is ideal for someone who thrives in a fast-paced environment, exercises sound judgment, and can manage sensitive information with the utmost confidentiality.

Please note this is an onsite, 4-month contract role with possibility of conversion based in San Leandro, CA. Pay will be $50-$60/hr.

Key Responsibilities:

• Manage the Executive Director's calendar, coordinate meetings, and handle confidential communications and documents
• Oversee Board and committee operations including agendas, minutes, compliance with legal requirements, and meeting logistics (ADA access, translations, materials)
• Serve as a primary point of contact for inquiries via phone, email, website, and mail—prioritizing and routing appropriately
• Maintain and update the organization's website, including Board materials, events, policies, and translated content
• Support Executive Team projects and ensure timely reporting to the Department of Developmental Services (DDS)
• Maintain policies, legal records, contracts, and historical documentation in an organized and accessible format
• Process confidential legal documents (subpoenas, court orders, conservatorships) and liaise with attorneys and legal entities
• Manage timelines and reporting for 4731 complaints, ensuring follow-ups and submissions are completed accurately
• Coordinate events, prepare reports, manage travel arrangements, and support special projects
• Build strong relationships across teams and with external stakeholders to support organizational goals

Qualifications:

• 5+ years of progressively responsible administrative experience (executive-level support preferred)
• Bachelor's degree in Business, Social Services, or a related field
• Notary Public Commission
• Bilingual in Spanish (eligible for differential pay)
• Exceptional organizational skills with the ability to manage multiple priorities and deadlines
• Strong written and verbal communication skills with a high level of professionalism
• Proven ability to handle sensitive information with discretion and sound judgment
• Advanced proficiency in Microsoft Office (especially Excel) and familiarity with tools like OneDrive, Google Drive, DocuSign, and SurveyMonkey
• Tech-savvy with a willingness to learn and implement new systems

Additional Requirements

• Valid California driver's license, reliable transportation, and current auto insurance
• Ability to work occasional evenings (several per month) and limited weekends
• Demonstrated cultural awareness and ability to work with diverse communities

Please submit your resume for immediate consideration!

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