Executive Assistant to the President/CEO

Benefits:

• 401(k)
• Employee discounts
• Health insurance
• Paid time off

About the Role:

Support the CEO and Board Chair of Forever Balboa Park ensuring that the CEO and Board Chair have effective and timely communication with all trustees, staff members, Park stakeholders and public officials.

Responsible for keeping the CEO and Board Chair connected internally to the organization and externally to its many partners. This position reports directly to the CEO, with a clear line of communication to the Board of Trustees through the Board Chair.

Confidential Support for the CEO

• Manages the CEO’s calendar and ensures that all logistical arrangements are made for meetings, speaking engagements, business travel and receptions.

• Oversees calendars of Board Committees and Balboa Park Staff.

• Maintains smooth connection between CEO’s office and all departments, ensuring timely information flow and helping to resolve scheduling and/or logistical conflicts.

• Maintains calendar of public meetings or key events where Forever Balboa Park representation is expected, and coordinates advance notification.

• Manages assigned projects, initiates research, and analyzes data as needed.

• Provides a pivotal communication link between the CEO and other Park-wide CEO’s, Executive Directors, Board Members and other Park and City of San Diego elected officials and administrators.

• Screens visitors, telephone calls, and mail addressed to the CEO.

• Drafts and finalizes correspondence for the CEO and assists with committee work, both internal and external, to the Organization, Balboa Park, and community at-large.

• Composes minutes, memoranda and correspondence to be reviewed by the CEO.

• Maintains and establishes a system of files, records, meeting minutes, agendas, and data-based information for the entire Organization which includes, but is not limited to: Board and Committee meetings, Park-wide initiatives, the CEO’s administrative issues (local, regional, state and national committees), and boards of which the CEO is a member.

• Maintains the CEOs contact databases.

Board of Trustees Support

• Provides administrative support to the Board of Trustees; proactively coordinating and scheduling meetings generally in concert with CEO meetings.

• Committee Meetings: Responsible for finalizing agendas, preparing minutes, sending meeting reminders and facilitating all meeting logistics.

• Trustee Engagement Committee: Works with CEO, Board Chair and Committee Chair, updates Board Rotation Chart and potential candidate spreadsheet, liaises with candidates and keeps them informed of nomination process and status, orients new Trustees to the organization.

• On behalf of the CEO, coordinates Board-related events and receptions in collaboration with Special Events Manager and Institutional Advancement team.

• Trains Board Members on technology used when requested.

• Maintains, manages and makes recommendations for improvement for all Board systems including Google drive, scheduling and Committee support.

Management Support

• Aids in archiving current Organization files and cleaning out space.

• Maintains calendar and email protocols and helps maintain and organize all electronic files.

• Liaises with public officials and Park stakeholders.

Administration & Finance Support

• Processes and mails finalized checks, deposit slips and check requests for Vice President of Finance.

• Submits invoices/check requests/expense reports for CEO.

• Serves as the primary contact for Printer/Copier representative for ink cartridge replacements and printer maintenance.

Receptionist Duties

• Welcomes visitors.

• Hosts in-office visitors with appropriate hospitality.

• Ensures public areas of office space are well maintained, and supplies are well stocked.

• Follows procedures around office opening/closing.

• Provides support to Senior Management Team as needed.

Miscellaneous

Performs other duties assigned by the CEO as relates to tasks-at-hand in fulfillment of CEO’s responsibilities and carrying out the mission of the Organization. Any other duties as required.

Knowledge, Skills & Abilities

• Experience in a fast-paced office environment requiring multi-tasking ability with a high level of discretion.

• Previous nonprofit experience a plus.

• Demonstrated experience supporting senior leadership, including complex and quickly-shifting calendar management and meeting facilitatio…