Executive Assistant to the CEO

SUMMARY: The Executive Assistant to the Chief Executive Officer (CEO) performs advanced administrative functions for the CEO. Serves as point of contact and coordination for CALM’s Board of Trustees and CALM’s Auxiliary. With guidance from the CEO and Chief Development Officer (CDO), provides administrative and project support for the CALM Capital Campaign. Directs/coordinates special projects, as assigned by the CEO.

 Primary Responsibilities

  • Provides strong administrative support to CEO, including managing calendar, coordinating event/meeting logistics and travel arrangements. Prepares correspondence, communications, presentations and other documents. Gathers and analyzes information to prepare reports.
  • Participates in meetings and events. Serves as representative of the CEO’s office, as requested.
  • Records, transcribes and distributes minutes. Coordinates assigned projects and follows-up on action items with involved staff.
  • Reviews administrative systems and operating policies, procedures and practices; recommends improvements as necessary.
  • Compiles and maintains sensitive and confidential data as requested by CEO. Files and retrieves documents and reference materials.
  • Serves as primary contact for Board members for information, scheduling, or other assistance. Coordinates activities for Board committees and maintains regular contact with committee chairs.
  • Supports Board Chair to carry out his/her duties and board-related timeline activities. Provide administrative support to the Executive Committee of the board.
  • Coordinates Board of Directors social events.
  • With CEO, analyzes current and projected composition of CALM’s Board of Trustees, and all committees.
  • Serves as primary contact for CALM’s Auxiliary members for information, scheduling, or other communications.
  • Manages CALM’s donor database. Inputs necessary information into database, sends thank you correspondence, and runs needed reports.
  • Works with CEO and CDO to plan and execute all Campaign activities, including coordination of meetings, recordkeeping, and tracking expenses.


  • Excellent verbal/written communication, analytical, and problem solving skills.
  • Able to work in busy environment, under pressure, without compromising accuracy, attention to detail or courtesy to staff and others.
  • Able to prioritize competing responsibilities, with effective time management skills.
  • Able to demonstrate mature judgment, initiative and critical thinking.
  • Leadership strength, strong interpersonal skills, willing team member and supportive colleague.
  • Flexibility, organization and can-do attitude
  • Must have respect for confidentiality; ability to work with discretion and integrity.
  • Strong computer proficiency, including Microsoft Word, Excel, PowerPoint, Outlook and donor base software, preferably, Little Green Light.
  • Bilingual (Spanish) desired, but not required.
  • Must have valid CA drivers’ license, clean DMV, and criminal record clearance from DOJ.


This is a full time (40 hours/week) position. Salary is DOE. Benefits include medical, dental, vision, life insurance, paid holidays, PTO, and a 403(b).

 Qualified applicants please apply here.

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Equal Employment Opportunity

CALM is an equal opportunity employer and makes employment decisions on the basis of merit. We want to have the best available persons in every job. CALM policy prohibits unlawful discrimination based on race, color, creed, gender (including pregnancy, childbirth, and related medical conditions), religion, marital status, age, national origin or ancestry, physical or mental disability (including pregnancy, childbirth, and related medical conditions), legally-protected medical condition (cancer-related), sexual orientation, or any other consideration made unlawful by federal, state or local laws. All such discrimination is unlawful.CALM is committed to complying with all applicable laws providing equal employment opportunities. This commitment applies to all persons involved in the operations of CALM and prohibits unlawful discrimination by any employee of CALM, including supervisors and co-workers.To comply with applicable laws ensuring equal employment opportunities to qualified individuals with a disability, CALM will make reasonable accommodations for the known physical or mental limitations of an otherwise qualified individual with a disability who is an applicant or an employee unless undue hardship would result.Any applicant or employee who requires an accommodation in order to perform the essential functions of the job should discuss their needs with their supervisor and request such an accommodation. The individual with the disability should specify what accommodation he or she needs to perform the job. CALM then will conduct an investigation to identify the barriers that make it difficult for the applicant or employee to have an equal opportunity to perform his or her job. CALM will identify possible accommodations, if any, that will help eliminate the limitation. If CALM determines that an accommodation is reasonable and will not impose an undue hardship, CALM will make an accommodation.If you believe you have been subjected to any form of unlawful discrimination, provide a written complaint to your supervisor or the Executive Director. Your complaint should be specific and should include the names of the individuals involved and the names of any witnesses. CALM will promptly undertake a thorough and objective investigation and attempt to resolve the situation. If CALM determines that unlawful discrimination has occurred, effective remedial action will be taken commensurate with the severity of the offense. Appropriate action also will be taken to deter any future discrimination.CALM will not retaliate against you for filing a complaint, participating in an investigation, or supporting a complaint of unlawful discrimination, and will not knowingly permit such retaliation by management employees or your co-workers. If you believe you have been subjected to such retaliation, report it immediately to your supervisor or the Executive Director.


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