Executive Assistant Job at Robert Half in Oakland

We are in search of a remote Executive Assistant.

The role is based in Oakland, California, but can be performed from anywhere in the Western United States. The Executive Assistant will be primarily supporting a CEO who is located on the West Coast.

In order to be successful in this position, you must be driven to provide stellar administrative support, proactive, detail oriented and results driven. You must be able handle multiple tasks simultaneously while also handling confidential matters.

The work hours are generally standard business hours, typically Monday through Friday, 8-5 or 9-6. Must be available occasionally for travel and event support outside of those hours. 

Primary Responsibilities Include:

• Assist in managing the CEO's calendar, prioritizing inquiries and requests, and resolving conflicts with minimal guidance.

• Handle internal and external communications for the CEO.

• Organize and manage all travel and scheduling logistics for the CEO.

• Prepare, edit, and manage correspondence, presentations, reports, and memos for the CEO.

• Carry out expense reports and time sheets for the CEO.

• Oversee board committee support for scheduling, reminders, agendas, and minutes.

• Serve as the primary contact for the Board of Directors and manage their orientations and meetings.

• Support with recruitment, onboarding, and management of interns.

• Maintain approved templates, company's staff calendar, and send reminders for office-wide events.

• Manage accounts for office supplies and other services.

• Organize meetings and events for various board meetings and other logistics.

• Maintain quality filing and communications systems including contact management, document management, and archiving.

• Manage social media accounts, upload videos, monitor analytics, review comments, and create engaging content.

• Gather and analyze data for social media, website, and newsletter.

• Oversee required training and assist in other administrative tasks as needed.

• At least 5 years’ experience supporting C-level executives in a nonprofit organization 
• Proven track record in roles requiring discretion, confidentiality, and high responsiveness.
• Strong interpersonal skills with the ability to take initiative, multi-task, be a team-player, be flexible, adapt to shifting priorities, and prioritize work
• Hands-on experience with complex calendar scheduling and travel logistics, including international travel.
• Experience managing board meetings, preparing agendas, taking minutes, and maintaining documentation.
• Exceptional verbal and written communication skills, with prior experience drafting correspondence and editing reports or presentations.
• Ability to access a wide range of sources and networks for information
• Proficiency in tools like Microsoft Office Suite (Word, Excel, PowerPoint), Google tools (Drive, Sheets, Docs, Slides), collaboration platforms (Zoom, Teams), and project management tools (Asana, Slack).
• Familiarity with social media management tools (e.g., Hootsuite, Canva) and analytics platforms is a plus.
• Prior experience in managing office operations, vendor relations, and compliance-related training is beneficial.
• Strong organizational and multitasking abilities.
• Exceptional attention to detail.
• High emotional intelligence and ability to build relationships across diverse teams.
• Adaptability in fast-paced, high-pressure environments.
• Administrative or related degree is preferred, but not required