Executive Assistant
Blue Forest
full-time
Posted on:
Location Type: Remote
Location: California • United States
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Salary
💰 $92,000 - $110,000 per year
About the role
- Provide high-level confidential administrative support to the CEO first and foremost, and the Executive Leadership Team.
- Manage the CEO’s calendar, schedule meetings, and coordinate scheduling with internal and external stakeholders.
- Manage special projects for the Office of the CEO.
- Draft and proofread written communications, presentations, and reports.
- Lead project management for CEO initiatives, including timelines, stakeholder coordination, progress tracking, and completion.
- Plan and execute CEO-led meetings and events, managing logistics, materials, and follow-up.
- Prioritize and manage meeting and information requests, ensuring timely follow-up and resolution.
- Coordinate domestic and occasional international travel, including itineraries, logistics, and expense reimbursements for the CEO, and when needed, across the Executive Leadership Team.
- Maintain Office of the CEO contacts and communications in the CRM, ensuring accurate record-keeping and information integrity.
- Support cross-functional collaboration by scheduling Executive Leadership Team meetings, preparing agendas, and tracking action items.
- Support internal communications, disseminating information across the organization, and being a main point of contact for Executive and Senior Leadership Teams.
- Work in close coordination with the External Affairs team to plan and execute external events, funder meetings, and strategic initiatives led by the Office of the CEO.
- Conduct background research, gather information, and prepare briefings to support CEO decision-making.
- Manage Blue Forest’s Google Voice inbox and coordinate timely responses to voicemails.
- Support relationships with external partners and funders through coordination and follow-up on CEO-led engagement.
- Research, plan, and execute key leadership and operational projects.
- Prepare agendas, pre-read materials, meeting minutes, presentations, and reports for CEO led meetings, ensuring accuracy and timeliness.
- Partner with cross-functional teams to ensure alignment and follow-through on organizational goals.
- Serve as liaison to the Blue Forest Board of Directors, coordinating all logistics and communications with Directors.
- Lead project and task management related to Board operations, coordinating with all departments to ensure timely submission of information, deliverables, and edits for Board materials.
- Coordinate logistics for quarterly Board and committee meetings.
- Maintain accurate and up-to-date Board records and contact lists.
- Join quarterly Board meetings to support meeting facilitation and take meeting minutes.
Requirements
- Significant experience (7+ years) supporting senior executives, ideally within the nonprofit or philanthropic sector.
- Outstanding written and verbal communication skills.
- Experience managing board governance and effective meeting facilitation.
- Strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, and external partners.
- Exceptional organizational and time-management skills, with strong attention to detail.
- Demonstrated ability to handle confidential information with discretion and professionalism.
- High proficiency in Microsoft Office, Google Workspace, Asana, Slack, virtual meeting platforms (e.g., Zoom), and ability to quickly learn tools and systems (e.g. Ramp).
- Familiarity with nonprofit governance and board relations.
- Working knowledge of donor databases or CRM systems (e.g. Hubspot) preferred.
- Comfort working remotely, across time zones, and occasionally outside standard business hours for time-sensitive needs.
Benefits
- 100% employer-paid health, dental, and vision coverage; subsidized coverage for dependents
- Access to a 401(k) retirement plan with a 5% employer match
- 4 weeks paid vacation and 17 paid holidays; paid sick time and volunteer time
- 3 months of paid family leave
- Employer-paid life and long-term disability insurance
- Access to Dependent Care FSA and Health FSA
- Public Lands Exploration stipend (reimbursements for visits to National Forests, county parks, etc.)
- Monthly Home Office stipend or co-working space provided
- Dependent care costs are subsidized for business travel
- Additional stipends for health & wellness, home internet, and cell service
- Financial support for professional development
Applicant Tracking System Keywords
Tip: use these terms in your resume and cover letter to boost ATS matches.
Hard Skills & Tools
project managementmeeting facilitationwritten communicationverbal communicationconfidential information handlingtime managementattention to detailbackground researchagenda preparationreport drafting
Soft Skills
interpersonal skillsrelationship buildingorganizational skillsdiscretionprofessionalismcollaborationstakeholder coordinationlogistics managementfollow-upcross-functional teamwork