Executive Assistant

Position Title

Executive Assistant

Full Time

Executive Office

President & Chief Executive Officer

The Executive Assistant will provide high-level administrative support to the President & CEO. In addition to this core function, the role coordinates special projects, internal and external event planning, and venue management, and acts as a liaison between the President and Board of Directors.

• Assist the CEO in the timely management of all written, telephone, e‑mail, social media, and voicemail communication.
• Prepare the CEO’s daily and weekly agenda including pending items, emailing reminders one day before and printing as needed.
• Compose internal memos and external correspondence as instructed by President & CEO, track responses and follow up permanently.
• Manage a heavy calendar, prioritizing interactions with staff, board members, donors, government officials, and other constituents.
• Monitor the CEO’s electronic and “snail” mail and prioritize for review and follow‑up when directed.
• Assist with development of materials for presentations.
• Organize and attend meetings of the Board of Directors, board committees, executive staff, and other necessary meetings; take notes and assist with presentation of materials.
• Monitor monthly board reports and prepare board packet for meetings.
• Establish and maintain professional relationships with internal and external constituents.
• Coordinate and arrange meetings, prepare agendas, make travel and lodging reservations Cors and record and transcribe minutes.
• Maintain file of all grants, grant applications, programmatic contracts, MOUs, etc.
• Make contact with outside parties as requested by supervisor.
• Provide customer service by answering employee requests and questions.
• Other related imi projects as assigned by President & CEO.
• Provide project management support for CEO‑assigned initiatives and cross‑departmental efforts, track timelines and ensure follow‑through with stakeholders.
• Support internal initiatives including wellness campaigns, cultural events, board meetings and retreats, and staff engagement projects.

• Assist in planning and executing key organizational events, including but not limited to:
  • Annual Gala/Banquet
  • Staff Meetings and Retreats
  • Annual Staff Holiday Celebration
  • Events organized by the Internal Affairs Committee

• Serve as the primary point of contact for all LA Celebrations inquiries, bookings, event coordination and external venue promotion opportunities.
• Conducnt initial client consultations and venue tours to assess event needs and propose solutions.
• Create and manage event timelines, task checklists, and vendor schedules for each booking.
• Coordinate walk‑through and planning meetings with clients, vendors, and staff.
• Coordinate event set‑up and breakdown, ensuring alignment with client expectations and venue guidelines.
• Maintain an up‑to‑date preferred vendor directory and build long‑term relationships with trusted providers (catering, AV, décor, security, etc.).
• Manage client contracts and coordinate with Finance on billing reports and reconciliation.
• Lead post‑event follow‑up, including client satisfaction surveys and internal debriefs.
• Provide a monthly LA Celebrations Events & Finance Report to the CEO, IRequest:
  • Hosted and upcoming events
  • New client leads and pending inquiries
  • Revenue and forecasting updates
• Maintain the LA Celebrations Events Master Calendar and ensure event timelines are visible to all internal teams.
• Keep the LA Celebrations Events Master Binder current, including contracts, floor plans, permits, insurance certificates, and run‑of‑show documents.
• Collaborate with Marketing & Communications to execute seasonal campaigns, open house events, social media promotion, and marketing materials.
• Maintain ongoing communication with Penelope Designs owner for event bookings and planning. Conduct monthly meetings.

• Work closely with the Communications & Marketing team for materials, branded events, and promotions.
• Liaise with the Finance team for budget tracking, invoicing, and…