Executive Assistant
Location: Los Angeles, CA
Employment Type: Full-Time, Exempt
Reports To: Chief Executive Officer & Operations/Finance Director
Background
Inclusive Action for the City is a non-profit, community development financial institution (CDFI) whose mission is to serve underinvested communities and build thriving local economies by improving access to transformative capital and advancing policy through collaborative research and community-driven advocacy. We envision diverse communities that have equitable and sustained access to resources and exercise agency over their futures.
Position Overview
Inclusive Action is seeking an Executive Assistant to assist the Chief Executive Officer (CEO) in facilitating the operations of the organization and ensuring that they are connected and adding value to the organization’s team members and the communities that Inclusive Action serves. This position would also play a role in easing the administrative burden on the Leadership Team.
The Executive Assistant is passionate about providing high-level administrative support to ensure leadership can efficiently accomplish key tasks and execute on organizational priorities. This team member will monitor all of the CEO’s priorities and communications, keeping them organized and readily accessible. The Executive Assistant will have a strong ability to prioritize tasks, and help address the most important issues in a timely manner.
The Executive Assistant will also have strong customer service skills that help the CEO manage professional contacts, office visitors and support in maintaining authentic relationships with stakeholders that the organization prioritizes.
Primary Job Responsibilities
Administrative Support & Logistics
Manage the CEO’s calendar, schedule meetings, and coordinate travel arrangements.
Serve as the primary point of contact for the CEO, handling correspondence, prioritizing incoming information, and ensuring timely responses.
Support the Leadership Team with scheduling and administrative functinos when necessary.
Streamline workflows using Asana for project planning, task delegation, and tracking assignments.
Maintain records and confidential files, ensuring proper documentation and organization.
Prepare and edit correspondence, reports, and meeting agendas.
Take and distribute meeting minutes, as required.
Organize meetings, events, and conferences, ensuring all necessary materials are prepared at least 24 hours in advance.
Assist in processing expense reports and reconciling receipts.
Board Administration
Coordinate Board of Directors meetings, including scheduling, preparing agendas, and distributing supporting documents.
Ensure all board materials are sent at least one week in advance of meetings.
Maintain board records and governance documentation.
Provide consistent communication between the Board and staff, including monthly informal updates.
Support board committees by scheduling meetings, preparing materials, and tracking action items.
Organize and execute logistics for the annual Board of Directors Retreat, ensuring a well-planned and engaging experience.
Stakeholder & Relationship Management
Serve as a liaison between the CEO and external partners, ensuring clear communication and follow-up.
Maintain relationships with funders, policymakers, and community leaders through correspondence and event coordination.
Track and update key stakeholder interactions in Salesforce, ensuring accurate records of relationships and communications.
Support development efforts by coordinating funder check-ins and ensuring proper meeting preparation.
Finance & Fundraising
Assist in financial administration, including submitting receipts, reconciling expenses, and scheduling check-signing meetings.
Ensure timely submission of financial documents and coordinate with the Finance Director for expense tracking.
Support fundraising efforts by scheduling donor check-ins and preparing necessary materials for funder engagement.
Knowledge Management
Maintain organized files in Google Drive and Dropbox to ensure easy access to key documents.
Track and input new contacts into Salesforce, ensuring consistent database management.
Ensure meeting notes and reports are stored systematically and accessible to relevant team members.
Special Projects
Support key organizational initiatives, such as real estate projects, by coordinating meetings and ensuring compliance with necessary requirements.
Provide administrative support to high-priority projects as assigned by the CEO.
Ideal candidates will have the following qualifications:
Education: Bachelor’s Degree preferred.
Experience: Minimum of 5 years of administrative or executive support experience, preferably in a nonprofit or mission-driven environment.
Technology Proficiency: Strong experience with Microsoft Office (Word, Excel, PowerPoint) and Google Suite (Docs, Sheets, Slides, Calendar).
Organizational Skills: Highly organized, detail-oriented, and capable of multitasking in a fast-paced environment.
Communication Skills: Excellent written and verbal communication skills, with the ability to draft professional correspondence and reports.
Problem-Solving & Initiative: Strong critical thinking and problem-solving skills, with the ability to anticipate needs and work independently.
Time Management: Ability to prioritize tasks effectively and meet deadlines.
Confidentiality & Integrity: High level of discretion and ability to handle sensitive information with professionalism.
Customer Service Orientation: Experience in providing high-quality service to executives, stakeholders, and community members.
Bilingual Skills: Spanish proficiency preferred but not required.
Compensation
Inclusive Action for the City offers a competitive salary and benefits package. The salary range for this position is $85,000 - 100,000 dependent on experience, along with 100% paid medical (HMO or PPO), dental, and vision benefits, a 401k retirement plan with 3% matching, paid holidays (which includes a week between Christmas and New Year’s Day), sick leave, and up to two weeks of paid vacation a year with an opportunity to accrue more after serving two years with the organization.
To Apply
Please submit a cover letter, resume, two writing samples, and three references to work@inclusiveaction.org. Inclusive Action will let you know before they plan to reach out to references. Please make the subject of your email “[YOUR NAME] – “Executive Assistant”. For more information on our organization, please visit www.inclusiveaction.org.
Hybrid Work Schedule
Currently the Inclusive Action team is working in person at the office 40% of the time and remotely 60% of the time. The physical office is located in Boyle Heights and is available for necessary in-person appointments as well as its work space. All applicants are expected to live in Los Angeles County.
Equal Opportunity Employer
Inclusive Action for the City does not discriminate on the basis of race, color, religion, sex (including pregnancy and gender identity), national origin, political affiliation, sexual orientation, marital status, disability, genetic information, age, membership in an employee organization, retaliation, parental status, military service, or other non-merit factor. Applicants and employees are protected from discrimination under Federal law. For more information, please see EEO is the Law. Inclusive Action for the City hires and promotes individuals solely based on their qualifications for filling the job.