Executive Assistant

Job Description

Job Description

Position Summary

The Executive Assistant provides direct administrative support to the Chief Executive Officer of the Veterans Transition Center of California (VTC). This position manages executive priorities, prepares the CEO for meetings, and tracks commitments that support VTC’s housing and supportive services for Veterans.

The Executive Assistant coordinates schedules, prepares correspondence and meeting materials, supports Board of Directors activities, and tracks assigned projects. The role requires sound judgment, discretion, strong writing skills, and a respectful, approachable manner when working with staff, Veterans, board members, donors, and community partners.

Essential Duties and Responsibilities

Executive and Administrative Support

• Manage the CEO’s calendar, prioritize meeting requests, resolve scheduling conflicts, and protect time for preparation and strategic work.
• Prepare daily and weekly schedules, briefing materials, and reminders to keep the CEO informed of meetings, priorities, and deadlines.
• Draft, edit, and proofread emails, letters, reports, presentations, and talking points for the CEO’s review and approval.
• Screen and route calls, correspondence, and meeting requests; identify urgent matters and bring them to the CEO’s attention.
• Coordinate travel, meeting logistics, and expense documentation in accordance with VTC procedures.
• Pick up, sort, distribute, and deliver incoming and outgoing mail and packages, including trips to the post office and other designated locations as needed.
• Assist with employee onboarding and offboarding by scheduling orientations, coordinating paperwork and checklists, and tracking equipment, keys, and access setup or removal with the responsible departments. Protect confidential personnel information.

Board and Committee Support

• Coordinate board and committee meetings with the CEO and designated board officers, including scheduling, notices, agendas, meeting packets, and presentation materials.
• Prepare draft meeting minutes when assigned, route them for review and approval, and maintain approved records and board contact information.
• Track board and committee action items and follow up with responsible individuals as directed by the CEO.

Communication and Project Coordination

• Serve as an administrative point of contact for the CEO’s office, communicating professionally with staff, board members, donors, public agencies, and community partners.
• Track executive priorities, project milestones, commitments, and deadlines; promptly flag delays and unresolved items.
• Gather updates from program directors and other staff for CEO reports, board materials, and assigned initiatives; check submissions for completeness and consistency.
• Assist with logistics and materials for partner meetings, site visits, donor meetings, and special events involving the CEO.
• Coordinate information and follow-up on the CEO’s behalf within assigned authority; refer decisions, commitments, and sensitive matters to the CEO.

Confidentiality and Records

• Organize executive files, correspondence, agreements, and meeting records so authorized staff can locate current information.
• Protect confidential personnel, financial, board, donor, and Veteran information; share records only with authorized individuals.
• Follow VTC policies and applicable recordkeeping and information security procedures; handle sensitive conversations with discretion.
• Perform other related administrative duties assigned by the CEO.

Required Qualifications

• High school diploma or equivalent and at least three years of progressively responsible administrative experience, including support for a senior leader, or an equivalent combination of relevant education and experience.
• Strong writing, proofreading, organization, and time management skills, with consistent attention to accuracy and follow-through.
• Proficiency with Microsoft Outlook, Word, Excel, and PowerPoint, or comparable office software, and comfort with virtual meetings and shared document systems.
• Ability to manage changing priorities, work independently within established authority, and recognize when to seek guidance.
• Demonstrated discretion with sensitive information and the ability to interact respectfully with people from varied backgrounds.

Preferred Qualifications

Experience supporting a nonprofit executive or board of directors, preparing meeting minutes, and tracking projects. Familiarity with Veteran services, housing, or community-based organizations and relevant college coursework are preferred.

Work Environment and Expectations

The position primarily involves office work, computer use, communication, and coordination of meetings and materials. Occasional local travel or evening meetings may be needed, with scheduling coordinated in advance. Essential functions may be performed with reasonable accommodation. The Executive Assistant is expected to maintain professional boundaries and treat Veterans and colleagues with dignity, patience, and respect.

Success is measured by accurate and timely materials, reliable calendar management and follow-up, clear communication, and protection of confidential information.