Executive Assistant to Chief Executive Officer

Rainbow Services, Ltd.

DV Leadership Since 1983

Executive Assistant to the CEO

Department: Executive / Administration

Reports To: Chief Executive Officer

Employment Type: Full-Time, Non-Exempt

Work Arrangement: Hybrid — on-site at the Rainbow Services admin office with 1-2 agreed upon remote day(s) per week.

Compensation: $34 – $36 per hour, depending on experience

Location: San Pedro, CA 90731

About Rainbow Services, Ltd.

Rainbow Services, Ltd. is dedicated to supporting survivors of domestic violence and their families through advocacy, emergency shelter, counseling, and community education. We are seeking a highly organized, discreet, and resourceful Executive Assistant to support our CEO in leading the organization’s mission. Given the sensitive nature of our work, this role requires an unwavering commitment to confidentiality and professionalism in demeanor and personal presentation.

Position Summary

The Executive Assistant to the CEO provides high-level clerical, administrative, and operational support that allows the CEO to focus on strategic leadership. This role manages complex scheduling and correspondence, coordinates board and executive-level meetings, supports select human resources functions, supports select finance functions, and helps keep day-to-day organizational operations running smoothly. The ideal candidate is a proactive problem-solver who anticipates needs, exercises sound judgment with sensitive information, and communicates effectively with staff, board members, donors, and community partners.

Key Responsibilities

Executive & Clerical Support

•       Manage the CEO’s calendar, appointments, and travel arrangements, proactively resolving scheduling conflicts.

•       Draft, proofread, and format correspondence, memos, reports, and presentations on the CEO’s behalf.

•       Prepare agendas, materials, and minutes for executive, board, and committee meetings.

•       Screen and prioritize the CEO’s phone calls, email, and mail, responding or routing items as appropriate.

•       Maintain organized filing systems (physical and digital) for executive records and correspondence.

•       Process expense reports, reimbursements, and invoices for the executive office.

Administrative & Operational Support

•       Coordinate organizational operations, possibly to include supply ordering, vendor relationships, and facilities requests.

•       Support budget tracking and basic financial recordkeeping for the executive office in coordination with Finance.

•       Assist with maintaining organizational policies, procedures, and administrative documentation.

•       Plan logistics for meetings and events.

•       Serve as a liaison between the CEO’s office and other departments, ensuring timely follow-through on action items.

•       Support special projects and cross-departmental initiatives as assigned by the CEO.

Human Resources Support

•       Assist with posting open positions.

•       Support new-employee onboarding tasks, such as preparing paperwork and coordinating orientation schedules.

•       Help maintain accurate and confidential personnel files in compliance with agency policy and applicable law.

•       Assist with tracking staff certifications, required trainings, and compliance deadlines.

•       Support coordination of staff recognition events, benefits enrollment logistics, and internal communications.

•       Support offboarding tasks for employees leaving Rainbow Services, such as preparing paperwork.

Board & Stakeholder Relations

•       Coordinate logistics, materials, and minutes for board and committee meetings.

•       Maintain board records, contact lists, and governance documentation.

•       Draft and manage correspondence with board members, donors, and community partners on behalf of the CEO.

Finance Support

•       Support twice monthly payroll processing.

•       Finance data entry.

Other Duties as Assigned

Qualifications

Required

•       Associate’s degree or equivalent professional experience; Bachelor’s degree preferred.

•       5+ years of experience as an Executive Assistant, Administrative Assistant, or similar role supporting senior leadership. 7+ years of total work experience.

•       Exceptional organizational skills with the ability to manage multiple priorities and deadlines.

•       Strong written and verbal communication skills.

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