Executive Assistant Job at Associations West in Sacramento

The Executive Assistant provides high-level administrative, coordination, and project support to the Executive Leadership Team (President & CEO, CFO, and Directors). This role supports the day-to-day operations of the President & CEO’s office and assists with governance, advocacy, membership, marketing/communications, and education activities through scheduling, documentation, coordination, and administrative follow-through. The Executive Assistant exercises strong judgment and discretion, handling sensitive and confidential information with professionalism. The Executive Assistant also serves as a primary point of contact for incoming office phone and email inquiries and ensures timely routing and response.

Executive & Leadership Team Support

• Support the President & CEO with calendar management, scheduling, travel coordination, and follow‑up tracking
• Provide administrative and project support to the Executive Leadership Team as assigned
• Prepare and distribute correspondence, reports, presentations, and briefing materials
• Coordinate special projects and cross‑department requests

Office Communications & Front Office Coordination

• Serve as the primary contact for incoming phone calls and general email inquiries
• Respond to routine inquiries, route messages, and track timely follow‑up as needed

Board, Executive Committee & Committee Support

• Schedule meetings and prepare/distribute agendas, minutes, and supporting materials
• Provide meeting logistics and real‑time support for Board/committee meetings
• Maintain governance records, rosters, calendars, and organized electronic files

Marketing, Communications, Membership & Education Support

• Provide administrative/logistical support for membership and education communications and events
• Coordinate outreach logistics and member engagement communications
• Coordinate production of the monthly Bulletin and Weekly News Update (WNU)
• Maintain approved website postings and assist with promotional and sponsorship materials as needed

Organizational & Project Coordination

• Track deadlines, action items, and deliverables across assigned priorities
• Coordinate communications with staff, board members, members, sponsors, vendors, and partners
• Maintain organized records and files with version control for reliable retrieval

Other duties as assigned.