Executive Assistant to CEO

Job Title: Executive Assistant to the CEO
Reports To: Chief Executive Officer (CEO)
Location: Arcadia, CA

Status: Full-Time / Exempt

Salary Range: $70,000-$80,000

Start Date: October 15, 2025

Position Summary

The Executive Assistant & Special Projects Manager serves as a key partner to the CEO, providing high-level administrative and operational support to ensure efficient management of the CEO’s office and organizational priorities. This role requires exceptional organizational, communication, and interpersonal skills, as well as the ability to manage sensitive information with discretion. The Executive Assistant acts as a trusted liaison between the CEO, internal teams, Board members, and external stakeholders, enabling the CEO to focus on strategic leadership. This role will also involve managing special projects to support organizational initiatives.

Key Responsibilities

Executive Support

• Manage the CEO’s complex calendar, including meetings, travel, and events, ensuring priorities are aligned and time is optimized.
• Screen and prioritize communications, draft and prepare correspondence, and maintain efficient email and document management systems.
• Prepare briefing materials, presentations, reports, and talking points for meetings, events, and external engagements. 
• Anticipate the CEO’s needs and ensure timely follow-up on commitments and action items. 
• Serve as a professional and diplomatic point of contact for internal and external stakeholders. 

Board & Governance Support

• Assist with scheduling, logistics, and preparation for Board of Directors and committee meetings, including agendas, materials, and minutes.
• Partner with leadership to ensure Board materials are timely, accurate, and aligned with governance best practices.
• Track key Board actions, deadlines, and governance milestones.
• Coordinate Board orientations, education sessions, and engagement opportunities as needed.

Special Projects & Event Support

• Support CEO-directed initiatives and special projects on an as-needed basis, including research, coordination, and follow-up.
• Assist with planning and execution of high-profile meetings, events, and partnerships.
• Collaborate with internal teams to ensure timely completion of assigned projects and organizational priorities.

Operations & Administration

• Manage expense reports, reimbursements, and budget tracking for the Executive Office.
• Maintain organizational systems for calendars, projects, deadline management, and document management.
• Support cross-functional communication and collaboration within the organization.

Qualifications

• Bachelor’s degree preferred; equivalent experience considered.
• 5+ years of experience providing executive-level support to senior leaders, preferably in a nonprofit, higher education, cultural, or public sector environment.
• Strong organizational and time management skills, with the proven ability to prioritize and manage multiple taks simultaneously with discretion and sound judgment.
• Exceptional written, verbal, and visual communication skills
• Strong proficiency in Microsoft Office Suite, Google Workspace, and project management tools (e.g., Asana, Monday.com).
• Experience supporting Boards or governance structures strongly preferred.
• High level of discretion and confidentiality, emotional intelligence, adaptability, and a proactive problem-solving mindset.
• Ability to adapt to a fast-paced, dynamic environment with multiple stakeholders

Desired Attributes

• Strong relationship-building skills and ability to work collaboratively at all levels.
• Proactive communicator and problem solver with attention to detail.
• Strategic thinker who can anticipate needs and act independently with attention to detail.
• Comfortable navigating ambiguity and shifting priorities.
• Committed to equity, diversity, and inclusion principles.

The Los Angeles Arboretum Foundation is an equal opportunity employer. We are committed to creating a diverse and inclusive workplace and consider all qualified applicants for employment without regard to race, color, religion, sex, gender, gender identity or expression, sexual orientation, national origin, ancestry, age, disability, medical condition, genetic information, marital status, military or veteran status, or any other characteristic protected by applicable federal, state, or local law.

We encourage individuals of all backgrounds to apply and are dedicated to providing reasonable accommodations to applicants with disabilities in accordance with the California Fair Employment and Housing Act (FEHA) and the Americans with Disabilities Act (ADA).