Executive Administrative Assistant

PART-TIME EXECUTIVE ADMIN ASSISTANT

Location: Oakland, CA

Schedule: Tuesday–Thursday 8:30 AM – 5:00 PM

Employment Type: Part-Time, Contract

Contract duration: 3 months with potential extension up to 6 months

Pay range: $40-48/hour

Position Overview

A well-established professional organization is seeking an experienced Senior Administrative Assistant to provide high-level administrative, project coordination, and operational support to executive leadership. This role is ideal for a polished professional who thrives in a fast-paced environment and enjoys balancing executive support, project management, and organizational coordination responsibilities.

The successful candidate will be highly organized, proactive, detail-oriented, and comfortable working with senior leaders and a variety of internal and external stakeholders. This individual will play an integral role in ensuring smooth day-to-day operations while supporting strategic initiatives and special projects.

Key Responsibilities

Executive & Administrative Support

• Provide direct administrative support to executive leadership on a variety of business initiatives and priorities.

• Manage calendars, scheduling, correspondence, meeting preparation, follow-up activities, and project tracking.

• Draft, edit, and proofread professional emails, reports, presentations, and business documents.

• Prepare meeting materials and presentation packets for executive, committee, and stakeholder meetings.

• Serve as a primary point of contact for internal and external communications, ensuring timely follow-up and professionalism.

Project Coordination

• Coordinate multiple projects simultaneously while maintaining deadlines and priorities.

• Monitor progress, track deliverables, and proactively address administrative or operational challenges.

• Partner with cross-functional teams to support organizational initiatives and special projects.

• Assist in developing reports, presentations, dashboards, and materials for internal and external audiences.

• Support planning and coordination of meetings, events, and stakeholder engagement activities.

Administrative Operations

• Maintain accurate records, confidential files, and organizational documentation.

• Assist with data tracking, reporting, and information management activities.

• Support electronic filing systems, document management, and operational workflows.

• Ensure consistency, accuracy, and professionalism across all administrative materials and communications.

Technology & Systems Support

• Create and maintain documents, spreadsheets, presentations, and visual materials.

• Utilize technology and digital tools to improve efficiency and workflow management.

• Learn and adapt to new software platforms and systems as business needs evolve.

• Provide administrative support across multiple databases, applications, and collaboration tools.

Qualifications

• Bachelor’s degree preferred.

• 5+ years of experience in executive support, administration, project coordination, operations, professional services, consulting, corporate, or nonprofit environments.

• Experience supporting senior leaders, executives, or board-level stakeholders.

• Advanced proficiency with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Teams).

• Experience creating professional reports, presentations, and executive-level materials.

• Familiarity with CRM systems, collaboration platforms, design tools, or similar business applications is a plus.

• Ability to quickly learn new software and technology tools.

Core Competencies

• Exceptional written and verbal communication skills.

• Strong executive presence and professionalism.

• Excellent organizational and project management abilities.

• Ability to handle multiple priorities in a deadline-driven environment.

• High level of accuracy and attention to detail.

• Resourceful, proactive, and solution-oriented mindset.

• Ability to maintain confidentiality and exercise discretion.

• Strong interpersonal skills and collaborative approach.

• Self-starter capable of working independently with minimal supervision.

Equal Opportunity Employer/Veterans/Disabled

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The Company will consider qualified applicants with arrest and conviction records in accordance with federal, state, and local laws and/or …