Executive Assistant to the President

Job Description

Job Description

Job Description

Job Title

Executive Assistant to the President

Reports to

President

Department &

Worksite

Executive Offices

Headquarters | 16641 Roscoe Pl., North Hills, CA 91343

Management &

FLSA Status

Non Management

Full Time & Exempt

Hope Mission Statement

The mission of Hope the Mission is to prevent, reduce and eliminate poverty, hunger, and homelessness by offering immediate assistance and long-term solutions.

Position Purpose and Summary

This position serves as the right hand to the President, providing seamless administrative and strategic support to ensure the day to day affairs and ongoing projects and objectives of the President are prepared and delivered. This position acts as an extension of the Executive Offices of Hope the Mission handling critical projects, coordination, and communication in support of the President and in connection to important external stakeholders, board members, and other executives.

This position is responsible for ensuring that the priorities and endeavors of the President are well supported, prepared for, and assisted through research, design, and finalization. Additionally, the Executive Assistant provides high level coordination and communication to ensure the President’s schedule and objectives meet all targets and deadlines with utmost professionalism.

Responsibilities

Executive Support

Serve as a trusted partner to the President, anticipating needs, maintaining the utmost confidentiality.

Assist with oversight and deliverables for large-scale, cross-functional projects from concept to completion; including research, assessments, report preparation, and presentation design.

Identify and implement streamlined processes to enhance the President’s efficiency and impact.

Act as a responsive and professional point of contact for external stakeholders, government officials, board members, and media.

Represent the President in meetings and communications as appropriate, ensuring alignment with organizational tone and values.

Uphold Hope the Mission’s culture of kindness, dignity, and respect in all interactions.

Administrative Support

Prioritize the President’s time effectively, focusing on high-impact activities and strategic initiatives through calendar management, meeting scheduling, and coordination.

Prepare reports, presentations, correspondence, and other materials on behalf of executives. Draft communications, briefing documents, and reports on behalf of the President.

Handle confidential information with discretion and professionalism.

Manage expense reports, budgets, and donor relationships.

Maintain accurate contact databases and confidential files.

Provide occasional personal assistance to the President, including scheduling personal appointments and travel arrangements.

Be available after hours on an ad hoc basis for time-sensitive or urgent matters

Assist with select personal tasks including, but not limited to, reservations, personal appointments, and travel planning

Maintain and regularly update the President’s contacts and communications with VIPs, partners, donors, government agencies, and industry peers.

Meeting Management

Oversee the full life cycle of meetings, including scheduling, preparation, logistics, and follow-up.

Prepare agendas, briefing materials, and talking points for internal and external engagements.

Take responsibility for preparing and coordinating materials for Board of Directors meetings, including logistics, presentations, and communication with board members.

Record, distribute, and track follow-up items to ensure timely execution.

Project & Workflow Oversight

Monitor ongoing projects, committee work, and strategic initiatives to ensure deliverables are achieved on time.

Coordinate across departments to clear obstacles and maintain accountability.

Provide concise, actionable updates to the President.

Support the planning and execution of high-profile events, campaigns, and initiatives.

Technical & Creative Support

Provide basic graphic design and editing for reports, presentations, and communications.

Demonstrate strong computer and IT literacy, with the ability to master new systems quickly.

Assist in document formatting, digital content creation, and light video or photo editing when needed.

Ensure the Executive Office operates with technological efficiency and professionalism.

Required Skills & Core Competencies

Exceptional written and verbal communication skills.

Proven ability to multi-task and pivot quickly in a high-pressure, fast-changing environment.

Impeccable organization, attention to detail, and discretion.

Strong business acumen, problem-solving skills, and emotional intelligence.

Availability for occasional after-hours support for urgent or time-sensitive matters.

Strong understanding of Google for Business, Microsoft Office Suite, and Apple products.

Creative and tech-savvy, with comfort in design and presentation tools.

Strategic mindset with the ability to anticipate needs and act proactively.

Emotionally intelligent, kind, and aligned with the mission and values of Hope the Mission.

Qualifications

Minimum 5+ years of experience supporting C-level executives

Bachelor’s degree preferred.

Experience coordinating and communicating with dignitaries and public figures.

Physical, Demands, Environmental Conditions, Equipment

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Employee is routinely required to

Sit / stand / be mobile for extended periods of time

Work on a computer (with screen time) for significant periods of time

Tolerate an Indoor / Outdoor environment

Some degrees of mobility required (e.g. - ability to bend, twist, kneel, and lift up to 25 lbs.)

Visual, oratory and hearing abilities required

Use a desktop / laptop computer and ancillary office equipment

And more

Monday - Friday | Day Shift | Occasional Weekend Support