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. #J-18808-Ljbffr