Job Description
ATTENTION MILITARY AFFILIATED JOB SEEKERS - Our organization works with partner companies to source qualified talent for their open roles. The following position is available to Veterans, Transitioning Military, National Guard and Reserve Members, Military Spouses, Wounded Warriors, and their Caregivers. If you have the required skill set, education requirements, and experience, please click the submit button and follow the next steps.
This role is hybrid remote in Pasadena, CA, but local travel to be on site for company meetings as needed is required. Candidates need to be local to the area.
CALSTART is seeking a highly organized and proactive Executive Assistant to provide high-level administrative and operational support to both the CEO and Head of Policy. This role requires exceptional time management, discretion, and the ability to anticipate needs in a fast-paced environment. The Executive Assistant will be responsible for calendar management, board support, travel logistics, stakeholder coordination, and executive communications.
The ideal candidate is a detail-oriented, strategic thinker who thrives in a mission-driven organization and can effectively manage competing priorities, maintain confidentiality, and ensure seamless daily operations for CALSTART's leadership.
What You'll Do:
1. Executive Support & Calendar Management
-Manage and prioritize the CEO's and Head of Policy's complex calendars, ensuring optimal time management.
-Schedule internal and external meetings, conferences, and engagements across multiple time zones.
-Anticipate scheduling conflicts and resolve them proactively with staff and external stakeholders.
2. Board & Governance Support
-Prepare agendas, briefings, and presentations in advance of meetings.
-Prepare and distribute Board materials using Diligent software, ensuring timely delivery before quarterly meetings.
-Draft Board meeting minutes, track action items, and follow up to ensure execution.
-Manage the onboarding of new Board members, ensuring access to materials and orientation processes.
-Coordinate logistics for Board meetings and CALSTART Investment Council (CIC) meetings, including venue selection, catering, and stakeholder communication.
3. Communication & Stakeholder Coordination
-Act as a primary liaison between the CEO, Head of Policy, Board members, government agencies, senior executives, funders, and industry partners.
-Screen, prioritize, and manage emails, calls, and meeting requests on behalf of the CEO and Head of Policy.
4. Travel Coordination & Event Logistics
-Plan and manage domestic and international travel arrangements for the CEO and Head of Policy using Navan software.
-Handle last-minute itinerary changes, visa processing, lodging, and registrations for industry events.
-Ensure all travel receipts and expense reports are submitted and processed on time.
5. Meeting Preparation & Follow-Up
-Schedule and coordinate introductory meetings between new and current members for CEO and Head of Policy.
6. Cross-Functional Collaboration
-Support special projects and initiatives for the CEO and Head of Policy.
-Coordinate with leadership teams and external partners to ensure alignment and timely execution of priorities.
-Maintain excellent relationships with internal staff, board members, and external stakeholders.
Additional Qualifications/Responsibilities
What You'll Bring to the Table:
Education & Experience: Bachelor's degree in Business Administration, Political Science, or a related field preferred.
5+ years of experience providing executive administrative support, preferably in a policy, government affairs, or nonprofit setting.
Technical Skills:
Advanced proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook).
Experience with Diligent, Zoom, Navan, and project management tools is a plus.
Strong understanding of board governance, scheduling logistics, and stakeholder engagement.
$25 - $29.81 an hour
