POSITION DESCRIPTION

POSITION TITLE: Executive Assistant to the CEO

DEPARTMENT: Executives

REPORTS TO: Chief Operating Officer

DIRECT REPORTS INCLUDE: NA

WORK SCHEDULE: 40 hours p week M-F

STATUS: Full Time- Non-Exempt,

COMPENSATION: $20-$26 /hour,

BENEFIT STATUS: Eligible

DEPARTMENT: Executives - Admin

ABOUT THE COMPANY

The Ebell of Los Angeles is a women-led nonprofit that has served the Greater Los Angeles community for over a century. Our mission is to inspire women and build community through arts, culture, education, service, and stewardship of our historic campus and collections.

POSITION SUMMARY

We are seeking a highly organized and proactive Executive Assistant to support our Chief Operating Officer. This pivotal role ensures the smooth operation of the executive office by managing schedules, facilitating communication, preparing materials, and supporting organizational initiatives.

The ideal candidate will hold a bachelor’s degree, have administrative experience, and bring familiarity with Los Angeles' arts and cultural landscape. This position is perfect for an early-career professional eager to grow their expertise in nonprofit management while supporting meaningful community impact.

Key Responsibilities:

• Calendar Management:

• Schedule and manage the ED’s meetings, appointments, and travel arrangements.
• Coordinate both internal and external engagements, ensuring the ED’s time is optimized.

• Communication Support:
  • Serve as the primary point of contact for internal and external communications on behalf of the ED.
  • Draft, edit, and respond to emails, correspondence, and other communications as needed.
• Meeting Preparation:
  • Prepare and transcribe notes for meetings, including Board and Board-related discussions.
  • Ensure documentation of discussions, decisions, and action items is accurate and organized.
  • Assist in creating and distributing Board materials, such as agendas, minutes, and Zoom links.
• Ebell Institute Support:
  • Track submissions and communications with applicants.
  • Provide logistical support for the annual symposium, including day-of program assistance.
• Administrative Support:
  • Organize and maintain both electronic and paper files for easy retrieval and reference.
  • Manage office supplies and complete administrative tasks such as filing, writing, and correspondence.
  • Handle phone calls and inquiries with professionalism and excellent customer service.
• Special Projects:
  • Assist with strategic initiatives and operational improvements as assigned.
  • Create and manage surveys, develop and distribute agendas, take follow-up notes, and track action items.

Qualifications

• 4 years bachelor’s degree is required
• Prior Administrative support experience required

Minimum Requirements-

• 1–3 years of experience in an administrative role, preferably in the nonprofit sector.
• Familiarity with Los Angeles’ arts and cultural community strongly preferred.
• Skills:
  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and calendar management tools.
  • Excellent written and verbal communication skills for professional interaction with diverse stakeholders.
  • Strong organizational skills with the ability to prioritize and anticiapte tasks and meet deadlines.
• Attributes:
  • Thick skin and adaptability to handle changes, new directions, and competing priorities thoughtfully.
  • A proactive problem-solver with strong decision-making capabilities.
  • Attention to detail for managing schedules and preparing materials accurately.
  • Commitment to maintaining confidentiality and discretion

The Ebell of Los Angeles provides a dynamic working environment in which duties and responsibilities may change. Employees are expected to be flexible and responsive to changes in the scope of their duties. All employees are required to pass a background check.

Compensation

$20 - $26 p / hour

Benefits (Full-time only):

The Ebell offers a comprehensive benefits package including retirement plan options, paid vacation, sick, and holidays plus health benefits including medical, dental, vision, life and long-term disability insurance, and employee assistance program.

The Ebell is an equal opportunity employer and does not discriminate against any applicant on the basis of race, religion, sex, sexual orientation, gender identity, marital status, color, ancestry, disability, age, national origin, pregnancy, veteran/military status, genetic information or any other basis prohibited by law. We support, promote and embrace a diverse workforce.