Executive Assistant Job at CWH in Los Angeles

Overview

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 regions 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 are educating decision makers through publications symposia and project tours. We are building the capacity of local community-based organizations and Tribal entities to develop multi-benefit projects that result in healthier watersheds and communities. We are 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 Directors office with professionalism in all interactions.
• Exercise sound judgment in making administrative decisions and ensure follow-through on the Executive Directors 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

• 35 years of progressively responsible experience supporting senior leadership board relations or executive operations (nonprofit experience preferred).
• Bachelors 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, Hours, 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 drivers 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.

Required Experience :

IC

Key Skills

Time Management,Microsoft Office,Organizational skills,Microsoft Outlook,Microsoft Word,Personal Assistant Experience,Microsoft Powerpoint,Calendar Management,Microsoft Excel,Administrative Experience,Microsoft Outlook Calendar,Google Suite

Employment Type : Full Time

Experience : years

Vacancy : 1