Monique Helstrom is hiring: Executive Assistant in San Diego

POSITION TITLE: EXECUTIVE ASSISTANT

Location: San Diego, CA 92113 (in-office ONLY)

ORGANIZATIONAL OVERVIEW

The mission of Workshops for Warriors, a 501(c)(3) nonprofit school, is to provide a nationally scalable and repeatable platform to provide quality training, accredited STEM educational programs, and opportunities to earn third party nationally recognized credentials to enable Veterans, transitioning service members, and other students to be successfully trained and placed in their chosen advanced manufacturing career field. Please visit www.wfw.org and www.VetPowered.com to learn more.

JOB SUMMARY

The Executive Assistant will provide essential support to the CEO, executing key administrative tasks vital to the organizations daily operations. Ideal for a detail-oriented, organized professional, this role requires managing multiple responsibilities with accuracy and efficiency in a dynamic, military-focused environment.

Primary duties include establishing and maintaining systems and processes, digitizing files, managing correspondence, and maintaining an orderly office. This position suits someone who thrives on reliable support and contributing to team success through essential day-to-day duties.

ABOUT THE CEO

The CEO is a decisive, ambitious, and intense leader with a strong focus on results, solutions, and goals. With a straightforward and passionate approach, he values integrity and generosity. His background in the military contributes to his structured and exacting nature, and he is driven by a commitment to influence and achieve high standards in all endeavors. High D / High C (DISC Assessment).

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Operational Flow & Efficiency Expert: Bring expertise and create efficiencies to keep business operations flowing smoothly. Skilled at unclogging pipes, you continuously streamline processes and tighten up how tasks are managed to support graceful growth and productivity.
• Microsoft 365 Optimization and Support: Assess and enhance the companys use of Microsoft 365, addressing inefficiencies and implementing processes to maximize functionality across the organization. Assist with staff training to ensure consistency. MS expertise is required.
• Systems & Procedures Management: Act as a systems guru by assessing current Standard Operating Procedures (SOPs), and refining and expanding them as needed. Ensure all procedures are up-to-date and effectively maintained so the operational side of the business runs smoothly.
• File Management: Convert and maintain a large volume of paper files into a digital filing system. Implement a structured approach with a paralegal-type mindset, ensuring accuracy, reliability, and easy access.
• Calendar Ownership: Schedule meetings, calls, media appearances, etc., managing all the moving parts of a complex calendar. Confirm logistical details and work closely with the Executive Aide and Sales Administrative Assistant to ensure alignment with the broader calendar strategy.
• Travel Arrangements: Coordinate all travel logistics, including booking flights, hotels, and ground transportation, ensuring a clear and well-organized travel plan is easily accessible to the CEO.
• Expense Management: Scan and organize receipts, compile detailed expense reports, and input data into the expense management system with timeliness and precision.
• Phone and Mail Management: Manage incoming calls, directing them to the appropriate contacts or taking detailed messages. Sort and distribute incoming mail promptly.
• Email Management: Organize and maintain the CEOs inbox, removing junk mail, flagging important messages, managing folders, forwarding emails, and keeping the inbox clean.
• Office Upkeep & Supply Management: Maintain a clean and organized office environment by performing light cleaning, eliminating trash, restocking food and office items, and ordering supplies.Visitor Reception & Support: Welcome visitors, manage guest sign-ins, and provide a positive experience for anyone visiting the office.
• Meeting Coordination: Assist with planning and organizing of on-site or virtual meetings by setting up conference rooms, arranging refreshments, managing RSVPs, and ensuring technology functions smoothly.
• Internal Communications Support: Help draft internal communications or memos, keeping staff informed about updates, meetings, and procedural changes.
• Special Projects & Task Management: Take on specific tasks and special projects assigned by the CEO or Executive Aide, ensuring they are completed thoroughly.

QUALIFICATIONS

• Anticipates Needs: You proactively recognize and address the CEOs needs ahead of time, taking the initiative to complete tasks that support smooth daily operations and minimize disruptions.
• Resourceful, Decisive & Problem-Solver: You excel at organizing and prioritizing tasks, taking prompt action to find solutions independently, and supporting the CEO with minimal guidance.
• Detail-Oriented & Organized: Meticulous with details, you independently manage and organize files, schedules, and tasks to ensure everything runs smoothly.
• Confident, Resilient & Persistent: You manage multiple tasks with steady focus, handle feedback and challenges confidently, and diligently follow up so, even under pressure.
• Discreet & Trustworthy: You maintain confidentiality and exercise sound judgment with all sensitive information and interactions.
• Clear Communicator: You communicate directly and effectively, whether handling calls, emails, or in-person interactions.
• Adaptable & Positive: Flexible, patient, and adaptable while maintaining a proactive attitude.
• Interpersonal Savvy: You bring a bubbly, positive attitude to interactions, building and maintaining strong professional relationships. Skilled at engaging with diverse personality types, you adapt your approach to connect effectively with all stakeholders.
• Independent Worker: You thrive independently in a structured, high-expectation environment, providing reliable support without needing constant oversight.

REQUIREMENTS

• 7+ years of experience as an Executive Assistant, including at least 3 years within the C-Suite (CEO or President preferred)
• Expertise in Microsoft Office 365,SmartSheet, Salesforce, and Asana.
• Must be a US Citizen and speak, read, and write in American English.
• No felony convictions or DUI.Must be able to obtain a Security Clearance or notary certification.
• Veterans preferred. Flag Aides, Navy Yeoman, XOs, and/or other administrative rates/specialties.
• Occasionally lifting 20-40lbs.
• Working in-office in 92113, San Diego, CA; no remote option available.

COMPENSATION: $85,000-$90,000/year depending on experience.

Hours: Full-time, non-exempt, year-round, evening and weekend work required.

Benefits: Group health benefits, PTO, holidays, 401(K), and professional education stipend.

Technology: A PC will be provided to you.

Reviews: 30, 60, 90 days and annually.

Disclaimer: This job description is only a summary of the typical functions of the job, not an exhaustive or comprehensive list of all possible job responsibilities, tasks, and duties. The responsibilities, tasks, and duties of the person filling this role might differ from those outlined in the job description and various duties may be added or removed to this job function throughout the course of employment.