Executive and Special Projects Assistant Job at Upward Bound House in Santa Moni

Position Summary The Executive& Special Projects Assistant (ESPA) will perform diverse project management duties and administrative functions requiring confidentiality, initiative and sound decision-making for the CEO. The ESPA will support the organization in executing high-impact projects aligned with our mission and strategic objectives. This individual will work closely with the leadership team to manage, coordinate, and monitor key initiatives, ensuring efficient delivery and high-quality outcomes. The ideal candidate will be extremely professional and experienced, detail-oriented individual with exceptional project management, communication, and problem-solving skills who can manage a demanding workload and prioritize multiple competing priorities. ESSENTIAL FUNCTIONS Executive Support Maintain and actively manage the CEO’s daily calendar to incorporate internal and external meetings and allocate time according to top priorities. Work with the Chief of Staff to develop and maintain administrative and operational systems. Prepare CEO for all meetings by developing a weekly briefing book that includes a daily calendar, meeting logistics (if meeting is out of office), meeting agendas, and succinct and informative pre- reading documents. Follow-up after each meeting to determine action items and ensure completion of actions by required deadlines from all stakeholders. Manage and support CEO travel and accommodate all special needs. Travel support documentation is thorough and inclusive of all pertinent information. Utilize advanced technological tools and software to create detailed reports, graphs, and analytical presentations for the CEO and executive team, ensuring timely and accurate information dissemination for strategic decision-making. Respond to email and written correspondence on behalf of the CEO in a timely, professional manner. Actively manage the CEO’s inbox by flagging critical items requiring a response by the CEO, delegate to other members of the Executive Office team, or directly handling a response. Track and ensure timely review of documents requiring the CEO’s review and/or approval. Coordinate the day-to-day and long-range activities and operations of the Executive Office. Coordinate and execute Executive and Direct Report retreats and other in-person activities. Complete additional administrative tasks including timekeeping, expense reports, and invoice processing with strong attention to detail. Professionally handle confidential information. Act as liaison with other internal departments stakeholders and outside organizations. Assess processes and procedures in the busy Office of the CEO and recommend solutions to increase efficiency. Provide a bridge for smooth communication between the CEO's office and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management staff. Provide back-up for front desk/reception. Other duties as assigned. Board Support and Liaison Record, produce, disseminate and archive the official record of all Board of Directors and Committee meetings and prepare materials and logistics necessary for Board activities. Maintain discretion and confidentiality in relationships with all Board members. Prepare Board and Committee meeting minutes for CEO. Comply with applicable rules and regulations set in bylaws regarding board and committee matters, including advance distribution of materials before meetings in electronic/paper format. Coordinate meetings, appointments, and handle all correspondence, filing, etc., associated with the Board of Directors’ activities. Maintain confidential information and exercise good judgment with courtesy, tact, and discretion in public contacts and in the disposition of problems. Support Board and CEO in planning and hosting quasi-social functions. Special Projects Project Coordination and Management - Develop and manage project plans, timelines, and milestones to ensure the on-time completion of special initiatives; Track progress, manage resources, and facilitate cross-functional collaboration; Proactively identify potential challenges or bottlenecks, proposing solutions to keep projects on schedule. Stakeholder Communication and Reporting - Act as the primary liaison between departments, maintaining regular updates on project status; Prepare reports, presentations, and project documentation for leadership and other stakeholders; Facilitate meetings, documenting key decisions, action items, and follow-ups. Research and Data Analysis - Conduct research, data analysis, and benchmarking to inform project objectives and guide decision-making; Provide insights based on findings and present recommendations for actionable next steps. Budget Management and Resource Allocation - Assist with budget preparation and monitor project expenditures to ensure alignment with financial goals; Support procurement processes, including vendor selection and contract negotiation, as required. Process Improvement - Identify opportunities to enhance project processes and workflows, implementing best practices for efficient project delivery; Collaborate with the team to document and refine project procedures to improve overall productivity and outcomes. SKILLS AND QUALIFICATIONS: Bachelor’s degree in Business Administration, Communication or related field required. Minimum 3 years full-time related experience supporting executives, preferably in a non-profit organization. Demonstrated ability to handle sensitive information with the utmost confidentiality and discretion. High proficiency with MS Office applications, Google Suite, Concur, Zoom, etc. and impeccable technical skills, including high-level comfort with — apps, sites, tools; demonstrated ability to stay abreast of time and effort enhancing tools. Extremely organized and detail-oriented with a commitment to excellence. Outstanding interpersonal skills and professionalism, as this job requires frequent interaction with diverse individuals including board trustees and funders. Capacity to adapt to changing priorities and work well under pressure, maintaining a high level of professionalism. Strong written and oral communication skills. Research-savvy; internet and resource proficient. Ability to create strong relationships, both inside and outside the organization, and represent the organization in the most effective and gracious manner. Poised, confident, self-directed, and assertive with high energy, resourcefulness, adaptability, and creativity. Intuitive, with a proactive focus on supporting the goals of the CEO. Formidable coordination ability in true partnership with CEO and Chief of Staff. Interest in, understanding of, and commitment to the mission of Upward Bound House. Ability to work in the office five (5) days per week. Flexible hours as dictated by the needs of the organization for projects and meetings. Ability to work independently, but with good judgment to know when to involve others or ask for guidance. Great interpersonal skills, strong work ethic, proactive and punctual. REQUIRED ATTRIBUTES: Business sense - has a strong business sense and can decipher priorities and make sound judgment calls when needed. Commitment to excellence - perform duties at the highest level possible on a consistent basis. Excellent communicator - able to interact with people of all levels in a confident, professional manner. Excellent presentation and facilitation skills as well as telephone etiquette. Team player - have team-oriented experience and approach. Service focus - dedicated to meeting the expectations of the CEO by maintaining effective relationships with interested parties. Passion for the organization’s mission and deep interest in being an integral part of the UBH team. Ability to think outside of the box with a sense of urgency. Self-motivated with excellent organizational, people, project, and time management skills. Ability to prioritize a diverse and demanding workload; set attainable expectations; delegate appropriately; and hold yourself and collaborators accountable to deadlines, milestones, and a high level of excellence. Open to coaching and receiving feedback, and willing to give it. Ability to juggle multiple projects and deadlines, thrive on problem solving and challenges. Possess a positive attitude and approach work with curiosity, humor, and a growth mindset. Enjoys working in a collaborative team environment, has excellent interpersonal skills, and actively engages colleagues in your work and support their efforts. Takes a customer-focused approach to working with any and all stakeholders. Creative, solution-oriented, and good at knowing which questions to ask of partners, collaborators, and direct reports, where applicable. Customer-focused approach - actively listening to stakeholders’ concerns, building rapport, resolving issues efficiently, and providing reliable, high-quality service to foster trust and long-term relationships. Ability to wear many hats and work with many different people from different communities in a single day. Ability to adapt to evolving needs and accommodate last-minute changes. Sense of professional attire. MANDATORY REQUIREMENTS Employment eligibility verification Current California driver’s license and State-required insurance and a driving record acceptable to the organization and/or its insurance carrier Reliable transportation; use of a personal vehicle to travel between worksites and other locations is required Successful completion of background screening