Executive Assistant to the President & CEO

Job Title Executive Assistant to the President & CEO

Reports to President & CEO

Status Full-time, exempt

About the Ventura County Community Foundation

The Ventura County Community Foundation stewards more than $285 million in charitable assets on behalf of individuals, families, and organizations who love this community. We describe ourselves as keepers of the dream. Donors trust us with their charitable dreams, and we keep those dreams alive with care, discipline, and integrity across generations. Our work is connecting people, resources, and solutions to build lasting impact in our shared world.

We are a small team carrying a large mandate. That combination makes this a role of unusual reach. The person in this seat sits at the center of a foundation working on early childhood education, local journalism, guaranteed income, disaster resilience, and the long-term financial security of the nonprofits that hold this county together.

Position Summary

The Executive Assistant works in a close one-on-one partnership with the President & CEO and serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Office of the President. The role protects the CEO’s time, anticipates what is coming, and makes sure nothing of consequence falls through.

This is not a task-taking position. The Executive Assistant exercises independent judgment daily, holds confidential information belonging to donors, board members, and team members, and represents the Foundation to some of the most significant philanthropic and civic leaders in the region. The right person is unusually organized, calm under pressure, quick to learn, and genuinely interested in the mission.

The Executive Assistant is also the steward of “Home Plate”, the daily operating system that keeps the CEO’s office and the leadership team aligned. Maintaining that rhythm is a core function of the role, not an add-on.

What Success Looks Like

By the end of the first year, the Executive Assistant will have:

• Earned the full trust of the President & CEO, the Board Chair, and the leadership team, and become the person everyone calls first.
• Taken ownership of Home Plate so that daily priorities, follow-ups, and commitments move without prompting.
• Built a calendar and travel practice that reflects real strategic priorities rather than the order in which requests arrive.
• Delivered board and committee materials that are accurate, complete, and early.
• Used AI tools to shorten turnaround on drafting, research, scheduling, and document preparation, and shared what works with the rest of the team.

Roles and Responsibilities

Executive Support

• Manages an extremely active calendar. Plans, coordinates, and protects the CEO’s schedule, helps prioritize appointments, and facilitates delegation across the full team.
• Completes a broad range of administrative work, including expense reports, correspondence that is often confidential, complex travel plans and itineraries, and preparation of materials for meetings.
• Communicates directly, and on behalf of the President & CEO, with board members, donors, professional advisors, nonprofit partners, elected officials, and team members.
• Researches, prioritizes, and follows up on incoming issues addressed to the President, including those of a sensitive or confidential nature, and determines the appropriate course of action, referral, or response.
• Keeps the President & CEO well informed of upcoming commitments and responsibilities. Acts as a barometer for the issues moving through the organization and the community, and surfaces them early.
• Drafts acknowledgement letters, personal correspondence, briefing notes, and meeting recaps that are ready to send with minimal editing.
• Prioritizes competing needs, handles matters expeditiously and proactively, and follows through to completion under real deadline pressure.

Board and Governance Support

• Coordinates logistics, scheduling, materials, and minutes for board and committee meetings, and for the annual board retreat.
• Maintains the board calendar, rosters, terms, conflict of interest disclosures, and governance files with precision.
• Supports board members with travel, lodging, and meeting arrangements as needed.
• Maintains discretion and confidentiality in every relationship with board members. The Foundation operates under a long-term Attorney General oversight agreement, and …