Executive Administrative Assistant

Executive Administrative Assistant

Tremble ClefsPart-time 20–25 hours per week Primarily remote, with occasional in-person responsibilities in San Diego County

About Tremble Clefs

Tremble Clefs is a nonprofit organization dedicated to improving the lives of people living with Parkinson’s disease and their care partners through free therapeutic singing programs, movement, community connection, and the joy of music.

As Tremble Clefs continues to grow, we are seeking an experienced, highly organized, and tech-savvy Executive Administrative Assistant to work directly with our Executive Director and help support the organization’s day-to-day operations.

About the Position

The Executive Administrative Assistant will serve as a trusted administrative partner to the Executive Director. This is a varied, hands-on position for someone who enjoys keeping people, projects, communications, and information organized—and who is equally comfortable preparing a board document, creating a flyer in Canva, updating donor records, responding to an inquiry, or coordinating the details of an upcoming event.

The right person will be resourceful, dependable, comfortable learning and using multiple technology platforms, and able to manage responsibilities independently while staying closely connected with the Executive Director.

Key Responsibilities

• Provide direct administrative and organizational support to the Executive Director.
• Draft, edit, format, and distribute correspondence, reports, forms, meeting materials, and other organizational documents.
• Manage scheduling, calendars, administrative follow-up, and electronic files.
• Monitor organizational phone and email inquiries, provide helpful information about Tremble Clefs programs, and direct matters requiring additional follow-up to the appropriate person.
• Communicate professionally and compassionately with people living with Parkinson’s disease, care partners, volunteers, donors, board members, and community partners.
• Create and update flyers, announcements, newsletters, forms, and other communication materials using Canva and related applications.
• Maintain participant, volunteer, donor, and organizational records.
• Use Network for Good or similar nonprofit fundraising and donor-management platforms to update records, support fundraising communications, produce newsletters, and prepare donor acknowledgment and thank-you letters.
• Assist with volunteer onboarding, communication, scheduling, and recordkeeping.
• Prepare and organize materials for board and committee meetings and help track follow-up items.
• Update website content and assist with social media and other organizational communications.
• Support the planning and coordination of performances, outreach activities, fundraising events, meetings, and other organizational functions.
• Provide occasional onsite administrative support at meetings and events.

What We’re Looking For

• Strong administrative, organizational, and time-management skills.
• Excellent written and verbal communication skills.
• Strong technology skills and confidence working across multiple applications and online platforms.
• Proficiency with Google Workspace, including Gmail, Google Docs, Google Sheets, Google Drive, and Google Calendar.
• Experience using Canva to create professional, visually appealing materials.
• Exceptional attention to detail and commitment to accuracy.
• Ability to manage multiple priorities, meet deadlines, and follow through consistently.
• Ability to work independently, take initiative, solve routine problems, and recognize when guidance is needed.
• Sound judgment and the ability to handle confidential and sensitive information appropriately.
• A warm, professional, and service-oriented approach.

Preferred Experience

• Previous experience supporting an executive, nonprofit leader, board of directors, or organizational leadership team.
• Experience working in a nonprofit, healthcare, community-based, educational, or volunteer-driven organization.
• Familiarity with Network for Good or another donor-management, fundraising, or customer relationship management platform.
• Experience preparing newsletters and donor communications.
• Experience coordinating volunteers, meetings, events, or community activities.
• Experience updating website content through a website management platform.

Schedule and Work Arrangement

This is a part-time, hourly, non-exempt position of approximately 20–25 hours per w…