Executive Assistant

Executive Assistant to the Executive Director

San Diego, CA • Remote, with occasional in-person and travel within San Diego County

Part-time to start, with path to full-time

About Us

We are a San Diego human services agency supporting adults with intellectual and developmental disabilities. We are growing, and our Executive Director needs a right hand to keep things moving.

The Role

You will protect the Executive Director’s time so she can lead. This is a trust-first role for someone who anticipates needs, is trustworthy with sensitive matters, and keeps operations running without being asked twice. The work is primarily remote, with occasional in-person days and some travel as needs arise. If you are organized, reliable, and a strong follow-through person, this is for you.

Responsibilities

• Manage complex calendars, schedule appointments, and coordinate meetings with precision and efficiency• Handle incoming calls using multi-line phone systems, practicing professional phone etiquette and providing excellent customer support• Prepare, proofread, and format correspondence, reports, and presentations with accuracy and attention to detail• Maintain organized filing systems and data entry records, and ensure proper document management using Google Workspace and Microsoft Office tools• Assist with bookkeeping tasks using QuickBooks or similar accounting software to support financial recordkeeping• Support front desk operations by greeting visitors, managing office supplies, and overseeing general office management functions• Provide personal assistance to the Executive Director as needed, including travel arrangements and confidential information handling• Coordinate internal communications and facilitate effective information flow across the team, ensuring timely follow up on action items• Coordinate onboarding logistics and track staff training and compliance deadlines• Assist with and attend events as a vendor, including setup and breakdown

Skills & Qualifications

• Proven experience as an executive assistant or in a similar administrative role with strong clerical skills• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and Google Workspace applications• Willingness to learn AlayaCare software; prior experience with it is a plus• Excellent organizational skills with the ability to prioritize tasks effectively in a fast-paced environment• Strong computer literacy including data entry, proofreading, and document management• Exceptional customer service skills with professional phone etiquette and multi-line phone system operation• Bilingual abilities are highly desirable to support diverse communication needs• Experience with office management procedures such as filing systems, calendar management, and bookkeeping is preferred• Effective time management with the ability to handle multiple responsibilities efficiently• Local to San Diego County, available for occasional in-person days and travel• Experience in human services or a mission-driven organization is a plus

Details

• Schedule: Part-time to start (approx. 20–25 hours/week), with potential to grow into full-time• Location: Primarily remote; must be San Diego-based for periodic in-person work and travel

To Apply

Join our team as an Executive Assistant and play a vital role in keeping our office running seamlessly while supporting our leadership with professionalism and dedication. Submit your resume and a short note on why this role fits you. I cover letter is a plus, but not mandatory.

Job Type: Part-time

Pay: $26.00 - $30.00 per hour

Expected hours: 20 – 25 per week

Application Question(s):

• Have you used AlayaCare software or any home health/IDD software?

Experience:

• Assistant : 2 years (Required)

License/Certification:

• Driving License (Required)

Work Location: Hybrid remote in San Diego, CA 92113