About the Role
We are seeking a highly organized and dependable Executive Administrative Assistant to support our CEO, COO, and Director of People and Operations. This role is ideal for someone who enjoys keeping systems organized, managing communications, and supporting day-to-day office operations in a fast-paced environment.
The Executive Administrative Assistant will primarily focus on managing incoming communications, organizing executive inboxes, and ensuring important items are prioritized and followed through. This position also provides administrative, office, and event support, with opportunities for growth and expanded responsibilities over time.
Responsibilities
Email & Communication Management
- Monitor and manage shared inboxes for assigned executives
- Sort, label, and prioritize incoming emails based on urgency and relevance
- Flag time-sensitive items and route messages appropriately
- Draft simple responses and acknowledgments when needed
- Maintain organized email folders, labels, and filing systems
Administrative Support
- Assist with scheduling meetings and calendar coordination
- Maintain organized digital files and shared drives
- Support data entry, document formatting, and general administrative tasks
- Track follow-ups and help ensure important items are completed
Event & Meeting Support
- Assist with coordination of internal meetings and company events
- Order meals or coordinate catering as directed
- Support logistical tasks including confirmations, materials, and setup
- Provide additional support during larger company events
Office Support
- Provide general administrative support to the Concord office
- Assist with organizing office supplies and materials
- Support coordination tasks across departments
- Collect, sort, scan, and distribute incoming mail and documents daily
Qualifications
Required Qualifications
- Minimum of 2 years of experience in administrative, HR, or office coordination roles
- Experience with Google Workspace required
- High School Diploma or GED
- Valid driver’s license, reliable transportation, and current auto insurance
- Ability to pass DOJ/FBI background clearance
- Current CPR certification or willingness to obtain upon hire
- Completion of all required certifications and trainings as directed
Required Immunizations
- MMR (Measles, Mumps, Rubella)
- Tdap (Tetanus, Diphtheria, Pertussis)
- Varicella (Chicken Pox)
- Hepatitis B
- TB clearance within the last 4 years
Preferred Qualifications
- Associate’s or Bachelor’s degree in Business Administration or related field
- Experience in education, healthcare, or behavioral health settings
- Familiarity with Canva or similar design tools
- Familiarity with Trello or other project management platforms
Skills & Abilities
- Strong attention to detail and organizational skills
- Professional written and verbal communication
- Ability to follow processes and manage routine responsibilities
- Dependable and able to prioritize tasks effectively
- High level of discretion with confidential information
- Strong document formatting and administrative accuracy
- Willingness to learn and grow in an administrative role
Work Environment & Physical Requirements
- Fully in-person position based in Concord, CA
- Light travel between Bay Area offices as needed
- Regular use of computers, phones, and office technology
- Prolonged periods of sitting and computer work
- Occasional lifting of materials up to 25 lbs.
Benefits
- Medical, dental, vision, and life insurance for qualifying employees
- 401(k) with employer matching
- Mileage reimbursement between worksites
- Opportunities for professional growth and development
Why Join Us?
We are looking for someone who is eager to grow, enjoys supporting leadership teams, and thrives in an organized and collaborative environment. This is a great opportunity to build a long-term administrative career while supporting a mission-driven organization.