Executive Assistant Job at Mission Edge in Pasadena

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Department: Managed Services Client - Council for Watershed Health

Location: Pasadena

Opportunity Type: Managed Services Client

EXECUTIVE ASSISTANT

ABOUT THE COUNCIL FOR WATERSHED

Founded over 25 years ago by Dorothy Green, the Council for Watershed Health (CWH) is a non-profit organization with the mission to advance the health of our region’s watersheds, rivers, streams, and habitats both in natural areas and urban neighborhoods. We do this through science-based research, education, and inclusive engagement.

Our multi-disciplinary and passionate team is working toward watersheds that are healthy and accessible to people and steelhead trout. We’re educating decision makers through publications, symposia, and project tours. We’re building the capacity of local community-based organizations and Tribal entities to develop multi-benefit projects that result in healthier watersheds and communities. We’re committed to the vision that our watersheds are managed for environmental health, social equity, and economic vitality. By joining our organization, you will be a part of a talented team dedicated to improving our organization and advancing our mission.

ABOUT THE POSITION

CWH is hiring an Executive Assistant to provide executive-level administrative and strategic support to the Executive Director and leadership team, serving as the primary liaison to the Board of Directors. This role plays a key part in coordinating board activities, supporting organizational initiatives, and ensuring smooth oversight of special projects.

The Executive Assistant must be highly organized, adaptable to changing priorities, proactive in problem-solving, and able to handle confidential information with discretion.

This position reports directly to the Executive Director and works closely with the Director of Finance & Operations and the leadership team

ESSENTIAL RESPONSIBILITIES & COMPETENCIES

Executive Support (30%)

• Serve as the primary point of contact for the Executive Director, including calendar management, scheduling, and meeting logistics.
• Prepare presentations, reports, and materials for executive meetings and activities.
• Draft, edit, and proofread correspondence and documents.
• Organize and maintain digital and physical filing systems and confidential records.
• Coordinate internal team meetings and assist with planning executive-led events and initiatives.
• Coordinate logistics for board, staff, and partner convenings, including venue, travel, catering, and technical support.
• Ensure professional and timely internal and external communications.
• Represent the Executive Director’s office with professionalism in all interactions.
• Exercise sound judgment in making administrative decisions and ensure follow-through on the Executive Director’s priorities.
• Attend CWH events and activities as needed.
• Support the planning and tracking of special projects.

Board Coordination & Support (30%)

• Act as primary liaison between the Executive Director and the Board of Directors, ensuring timely and accurate communication.
• Maintain board and committee rosters, terms of service, official records, and governance documents.
• Assist the Executive Director and Board President with governance and development projects.
• Schedule and organize board and committee meetings, including preparing agendas, compiling and distributing materials, and managing RSVPs.
• Record minutes, track action items, and maintain records of board participation and engagement.
• Support recruitment and onboarding of new board members, including orientation sessions and materials.
• Ensure board operations comply with bylaws, governance policies, and applicable laws.
• Coordinate special board activities such as retreats, training, and recognition events.
• Maintain strict confidentiality of board and organizational records, and ensure compliance with governance and ethical standards

Strategic Partnerships Support (30%)

• Maintain strong working relationships with board members, partners, and community collaborators.
• Support the Executive Director and leadership team in advancing strategic plans and organizational goals.
• Research and coordinate opportunities to build partnerships with external organizations, funders, and community stakeholders.
• Assist with preparation for speaking engagements, presentations, and donor/partner meetings.
• Support cross-team communications between leadership, staff, and board.
• Contribute to planning and reporting on organizational initiatives.

Personal Development & Continuous Improvement (10%)

• Participate in training and professional development opportunities.
• Stay current on best practices in nonprofit administration.
• Recommend and help implement improvements to administrative systems and workflows.

IDEAL CANDIDATE

• Mission-Driven: Committed to CWH’s mission and the communities we serve.
• Trustworthy: Exercises discretion, sensitivity, and confidentiality.
• Experienced: Prior experience as an Executive Assistant in a nonprofit or similar environment.
• Knowledgeable: Skilled in executive-level administration; familiarity with regional water resource issues is a plus.
• Collaborative: Able to work across diverse organizations and with a variety of stakeholders.
• Analytical & Reflective: Uses data and critical thinking to improve processes and resolve challenges.
• Detail-Oriented: Ensures accuracy, organization, and follow-through.
• Adaptive & Innovative: Manages multiple priorities effectively and embraces creative solutions.
• Applies equity and inclusion principles when engaging with staff, board, partners, and community members.

PREFERRED QUALIFICATIONS

• 3–5 years of progressively responsible experience supporting senior leadership, board relations, or executive operations (nonprofit experience preferred).
• Bachelor’s degree in a relevant field or equivalent work experience.
• Excellent time management and organizational skills.
• Strong written and verbal communication skills, with the ability to adapt messaging to diverse audiences.
• Proven ability to build and maintain positive working relationships with leadership, board members, funders, community, and agency partners.
• Experience supporting strategic planning and project coordination.
• Proficiency in MS Office Suite, Google Workspace, and virtual meeting platforms (Zoom, Teams, etc.).
• High level of integrity, self-motivation, and adaptability.
• Willingness to travel locally on a regular basis for board, community, and partner meetings.

POSITION TYPE, EXPECTED HOURS OF WORK, BENEFITS, AND COMPENSATION

• Annual Salary: $87,000 – $93,000, commensurate with experience and skills.
• Schedule: Full-time, 40 hours per week; occasional evening and weekend work required. (Part-time considered.)

Benefits include:

• Up to 20 days paid vacation per year (max accrual 30 days)
• 11 paid holidays per year
• 10 days paid sick leave per year (max accrual 40 days)
• 100% employer-sponsored medical, dental, and vision insurance (eligible 1st of the month following 30 days of employment)
• 403(b) retirement plan with employer contribution
• Opportunity to help shape this role in a growing organization
• This position offers opportunities for growth as CWH expands its leadership and operations capacity

PHYSICAL DEMANDS

• Communicate effectively in English with staff and the public in person and online.
• Regularly operate a computer, phone, and standard office equipment.
• Must be able to occasionally lift or move up to 25 lbs.
• Valid California driver’s license and ability to travel to sites throughout Los Angeles County.

WORK LOCATION

Hybrid position based in Pasadena, CA, with required regular in-person meetings, activities, and events in Southern California.

This job description is not exhaustive and may be updated as needed.

CWH is an equal opportunity employer and is committed to fostering an inclusive workplace. All applicants will be considered without attention to race, color, religion, sex, sexual orientation, gender identity or expression, national origin, veteran status, disability status, or any other characteristic protected by law. People from underrepresented communities are strongly encouraged to apply.