We’re Hiring | Executive Assistant to the Executive Director
The Independent Living Center of Southern California (ILCSC) is looking for a highly organized, proactive, and mission-driven Executive Assistant to join our leadership team.
For nearly 50 years, ILCSC has empowered people with disabilities throughout Los Angeles County to live independently through advocacy, housing support, employment services, independent living skills training, peer support, assistive technology, and community-based programs.
This is more than a traditional administrative role. As Executive Assistant to the Executive Director, you’ll help support executive leadership, coordinate Board meetings and materials, manage organizational projects, and contribute to initiatives that strengthen our impact across the communities we serve.
We’re looking for someone who enjoys solving problems, staying organized, taking initiative, and being part of a collaborative team that’s making a difference every day.
About Us
We are a nonprofit organization dedicated to supporting individuals with disabilities and promoting independent living. Our team works collaboratively to provide high-quality services, advocacy, and community-based support across multiple programs.
Position Summary
We are seeking a highly organized and proactive Executive Assistant to provide high-level administrative and operational support to the Executive Director. This role serves as a key partner in managing priorities, coordinating across departments, and supporting agency-wide operations.
Key Responsibilities
- Manage all incoming and outgoing communications for the Executive Director with professionalism, discretion, and sound judgment.
- Maintain and strategically prioritize the Executive Director’s calendar, serving as gatekeeper to ensure alignment with organizational priorities and effective use of time.
- Anticipate the needs of the Executive Director and proactively address priorities, deadlines, and potential challenges.
- Prepare, format, and distribute Board packets, meeting agendas, and supporting materials with a high level of accuracy and professionalism.
- Develop high-quality presentations, reports, and visual materials using Microsoft Office (Word, Excel, PowerPoint) and Canva.
- Attend executive and Board meetings; capture, transcribe, and produce clear, concise meeting minutes and track follow-up actions.
- Coordinate cross-departmental projects, ensuring accountability, tracking deliverables, and meeting deadlines.
- Serve as liaison between the Executive Director, Board of Directors, staff, and external stakeholders, representing the Executive Director with professionalism.
- Maintain and organize administrative records, reports, and manuals; ensure systems are up-to-date, accessible, and compliant with agency and contract requirements.
- Support program evaluation processes, including preparation, tracking, and completion of forms, reports, and correspondence across service offices.
- Assist in preparing and maintaining grant and contract reports, including monthly CAP reports and other required documentation.
- Support HR-related administrative functions, including maintaining and updating job descriptions in alignment with grant/contract requirements and coordinating recruitment postings.
- Maintain inventory of staff training records, development needs, and related administrative tracking systems.
- Assist the Controller with administrative and reporting functions as needed.
- Participate in agency committees and meetings as assigned.
- Utilize initiative, critical thinking, and problem-solving skills to address issues, improve systems, and enhance executive operations.
Qualifications
- Bachelor’s Degree in a related field or equivalent professional experience.
- Experience in a nonprofit, government, or human services environment preferred.
- Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
- Demonstrated experience preparing Board packets, executive reports, and presentation materials.
- Proficiency in Canva or similar design tools for creating polished visual content.
- Strong organizational, time management, and project coordination skills.
- Excellent written and verbal communication skills.
- Ability to handle sensitive and confidential information with discretion and professionalism.
- Proven ability to manage multiple priorities in a fast-paced, executive-level environment.
- Strong attention to detail and commitment to producing high-quality work.
Position Details
- Full-Time, Non-Exempt
- Location: Van Nuys, CA
Pay: $23.00 - $25.00 per hour
Benefits:
- Dental insurance
- Health insurance
Application Question(s):
- Give an example of a time you anticipated a problem or need before your supervisor asked, what did you do?
- Are you comfortable working in a fast-paced environment managing multiple priorities and deadlines at once?
- Do you have at least two years of executive or senior administrative support experience?
- Please briefly describe your experience managing multiple priorities in a fast-paced office.
Work Location: In person
