Executive Assistant to the CEO

TITLE: Executive Assistant to the CEO

DEPARTMENT: Executive

REPORTS TO: CEO

SALARY: $75,000 - $80,000/annual

FLSA: Exempt

HOURS: Full-time, 40+ per week; some evening or weekend work may be required

START DATE: ASAP

Heart of Los Angeles (Heart of LA) provides underserved youth with free, exceptional programs in academics, arts, and athletics within a nurturing environment, empowering them to develop their potential, pursue their education and strengthen their communities.

Our Core Values are: Respect, Responsibility, Positive Communication, Support, and Inclusion.

POSITION SUMMARY

The Executive Assistant to the CEO is responsible for enhancing the effectiveness of our organization by providing high-quality, advanced administrative and strategic support to the CEO, Executive Team, and Board of Directors. Serving as a key partner to the CEO and point of contact for Board members, major donors, community leaders, and external partners, this role requires exceptional professionalism, diplomacy, and impeccable communication skills. Responsibilities include managing the CEO’s daily communications and calendar, coordinating Executive leadership, advancing the CEO’s key priorities, and supporting Board logistics.

We are looking for someone trained, formally or by instinct, in the art of anticipatory service. You don’t wait to be asked. You solve problems before they surface. You make every person you interact with feel valued, seen, and well cared for. You have World-Class Service Instincts: Your baseline is exceptional. Whether greeting a first-time visitor or managing a complex scheduling conflict, you lead with warmth, poise, and genuine care. You have the highest-level hospitality and precision. Backgrounds in luxury hospitality, premium customer experience, or concierge services are a strong plus.

ESSENTIAL DUTIES & RESPONSIBILITIES:

Administrative Support to CEO

• Schedule Management:
  • Schedule and prepare the CEO for meetings, including notes, directions, and background information.
  • Research in advance of meetings as needed, and complete complex calendaring as needed.
  • Attend meetings and take notes with the CEO as requested.
  • Debrief with the CEO after meetings to identify next steps, document notes, and send thank-you cards as needed.
• Correspondence Management:
  • Manage the CEO’s inbox by elevating urgent items, organizing emails, and providing immediate responses when he is unavailable.
  • Field incoming requests for the CEO’s schedule, contract review, and project support and prioritize his time with a focus on key priorities. Assist with prioritization of tasks and workflow.
  • Field and place calls on behalf of the CEO when he is unavailable.
  • Update the CEO’s donor and foundation contact moments in EveryAction.
• Administrative Management:
  • Conduct research projects and handle administrative tasks as assigned. Draft contracts, proposals, and presentations as directed by the CEO to advance the CEO’s priorities and major goals/projects for the fiscal year.
  • Coordinate the CEO’s travel arrangements and logistics.
  • Collect and reconcile the CEO’s credit card receipts and support budget administration for executive and administrative functions.
  • Coordinate site visits and visitor logistics, including advising on Board attendance, greeting guests, offering refreshments, and making introductions.
  • Arrange catering and logistics for CEO-led and cross-Executive internal meetings and site visits.
  • Manage document flow, approvals, signatures, and records to ensure timely and accurate processing of documents and communications.
  • Manage office and administrative supply purchasing for the Executive Suite and related operational support functions.
• Other assigned duties as tasked.

Executive Team Support

• Collaborate with the Chief of Staff and Executive Team on joint tasks and projects on behalf of the CEO as directed.
• Facilitate coordination between the CEO, Chief of Staff, and Executive Team.
• Act as main contact for the Executive Team with external parties when coordinated effort is needed.
• Provide the Chief of Staff with complex calendaring and administrative support, including document and presentation review, as requested by the CEO.

Administrative Support to the Board and Board President

• Handle all Board meeting logistics including scheduling, distribution of materials, set up, note tak…