Heartbeat Music & Performing Arts Academy is hiring: Executive Assistant in San

Position Title: Executive Assistant

Location: Heartbeat Music & Performing Arts Academy, San Diego, CA

Reports To: Chief Executive Officer (CEO)

Position Summary: The Executive Assistant will provide high-level administrative support to the CEO. This role requires a proactive, detail-oriented individual with strong organizational skills and the ability to manage multiple tasks simultaneously. The ideal candidate will have experience in budget management, financial analysis, and grant writing. Flexibility with travel and availability on some weekends is required.

Key Responsibilities:

• Administrative Support: Manage the CEO's calendar, schedule meetings, and coordinate travel arrangements.
• Communication: Draft, review, and send communications on behalf of the CEO. Handle confidential information with discretion.
• Budget Management: Assist in the preparation and monitoring of budgets. Provide financial analysis and reporting.
• Grant Writing: Research and identify grant opportunities. Prepare and submit grant proposals and reports.
• Project Management: Coordinate and manage special projects as assigned by the CEO. Ensure projects are completed on time and within budget.
• Meeting Coordination: Prepare agendas, take minutes, and follow up on action items from meetings.
• Office Management: Oversee office operations and procedures. Maintain office supplies and equipment.
• Travel Coordination: Arrange travel plans and itineraries for the CEO. Be available for out-of-town travel and weekend work as needed.

Qualifications:

• Bachelor's degree in Business Administration, Finance, or a related field.
• Minimum of 5 years of experience as an Executive Assistant or in a similar role.
• Strong knowledge of budget management and financial analysis.
• Proven experience in grant writing and securing funding.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Ability to work independently and as part of a team.
• Strong organizational and time management skills.
• High level of discretion and confidentiality.
• Flexibility with travel and availability on weekends.

Preferred Qualifications:

• Experience in the non-profit sector.
• Knowledge of project management tools and software.

Compensation:

• Range: $57,500-62,500.
• Comprehensive benefits package, including health, dental, and vision insurance, retirement plan, and paid time off.