Administrative Assistant

Illumination Foundation • Santa Ana, CA • 3h ago

"Every person deserves compassion, dignity, and the safety of a place to call home."

Homelessness is the largest social and public health crisis in California. Illumination Health & Home is a growing non-profit organization dedicated towards disrupting the cycle of homelessness by providing targeted, interdisciplinary services in our recuperative care centers, emergency shelters, housing services and children's and family programs. IH+H currently has 13+ facilities with 22+ micro-communities scattered across Orange County, Los Angeles County and the Inland Empire.

Job Description

The Administrative Assistant to the CEO provides administrative and organizational support to the Chief Executive Officer, serves as a key partner in ensuring the efficient operation of the CEO's office, and assists with overseeing the corporate office to support a professional, organized, and well-prepared workplace environment.

The pay range for this role is $26.00 - $29.00 per hour. In office role at our corporate office in Santa Ana, CA.

Responsibilities

Executive Support:

Manage the CEO's calendar, including scheduling meetings, appointments, and events.

Coordinate meeting logistics and maintain an organized schedule.

Screen and prioritize incoming emails, phone calls, and correspondence.

Draft, edit, and prepare letters, reports, presentations, and other documents.

Coordinate travel arrangements, itineraries, and expense reporting.

Track deadlines, action items, and follow-up activities on behalf of the CEO.

Manage confidential information with discretion and professionalism.

Board and Governance Support:

Assist the CEO with board-related administrative activities as assigned

Coordinate board and committee meeting logistics.

Prepare and distribute board packets, agendas, minutes, and supporting materials.

Maintain board records, contact information, and governance documents.

Track board action items and assist with follow-up communications.

Support board member communications under the direction of the CEO.

Assist with board orientation materials, annual board calendars, and meeting schedules.

Provide administrative support for board retreats, strategic planning sessions, and special board events.

Meeting and Project Coordination:

Prepare meeting agendas, materials, presentations, and supporting documents.

Attend meetings as requested and record notes, minutes, and action items.

Follow up with staff regarding assignments and deadlines.

Assist with special projects and organizational initiatives.

Corporate Office Oversight:

Assist with overseeing the day-to-day readiness and organization of the corporate office.

Order, stock, and maintain office and meeting supplies to ensure adequate inventory levels.

Coordinate food and beverage orders for meetings and office events as requested.

Support and oversee meetings held at the corporate office, including room setup, supplies, refreshments, and follow-up needs.

Communicate with internal staff, vendors, and service providers to support smooth office operations.

Qualifications

Required

Associate degree or equivalent combination of education and experience.

Minimum of three years of administrative support experience.

Strong proficiency in Microsoft Office Suite.

Excellent written and verbal communication skills

Valid CA driver's license

Preferred

Experience working in nonprofit or mission-driven environment

Experience supporting a CEO, Executive Director, or C-suite executive preferred

Benefits:

Medical Insurance funded up to 91% by Illumination Foundation (Kaiser and Blue Shield), depending on the plan

Dental and Vision Insurance

Life, AD&D and LTD Insurance funded 100% by Illumination Foundation

Employee Assistance Program

Professional Development Reimbursement

401K with Company Matching

10 days vacation PTO/year

6 days of sick pay/year

Potential eligibility for the Public Service Loan Forgiveness Program (PSFL) for federally qualified loans.

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