Executive Assistant

Full-Time: 100% FTE / 40 hours per week
Compensation Range: $80,000 - $90,000 annual salary, exempt

Benefits Overview: Medical, vision, dental and life insurance, vacation and sick time off, paid federal holidays, and retirement plan (See full job description for more details).

Organization size: 50+ employees

Reports to: Chief Executive Officer

Location(s): In-person at the Headquarters Office in Watsonville; This position is eligible for hybrid work schedule after successful completion of the first 90 days of employment.

JOB OVERVIEW:

Digital NEST is a workforce development center that has welcomed thousands of youth from working-class, farmworker communities to develop the technical and professional skills they need to achieve their dreams. It is an exciting time for the NEST. We are focused on growth and expansion to five communities across The Monterey Bay (MBR) and San Joaquin Valley (SJVR) Regions in Northern California by the end of 2026. Digital NEST has Centers in the heart of Watsonville, Salinas, Gilroy and Modesto. The final Digital NEST Center is expected to launch in Stockton in the fall of 2024.

The Executive Assistant will provide high-level administrative duties for the Chief Executive Officer. The position will perform routine duties that support the CEO, the Development department, the Marketing & Communications department, as well as the Board of Directors, to achieve organizational goals. The Executive Assistant will be responsible for managing schedules, coordinating meetings, handling correspondence, and performing various administrative tasks to ensure the efficient operation of the executive office. This role requires a proactive individual with excellent organizational, communication, and multitasking skills. 

RESPONSIBILITIES:

Administrative Support to the CEO (85%)

• Manage the CEO’s calendar, including scheduling appointments, meetings, and travel arrangements.
• Draft, prepare, and edit correspondence, communications, presentations, and other documents between the CEO and internal and external stakeholders.
• Organize and maintain files and records, both electronic and physical.

• Acts as the administrative point of contact between the CEO and internal/external demands.
• Participate in meetings on behalf of the CEO and/or organization, document discussion and outcomes of meetings, and report to appropriate individuals.
• Conserves the CEO’s time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information.
• Conduct and coordinate research and/or prepare materials as needed for CEO meetings with internal and external stakeholders.
• Assist in the planning and execution of special projects and special events. Preparation and logistics for large-scale, complex events. Including logistics/travel for staff, internal/external stakeholders, and guests. 
• Improve, create, and implement, as needed, administrative systems for the CEO calendar, contacts, and communications to ensure that files, both electronic and paper, are organized and current.
• Prepare materials for the Board of Directors and committee meetings. Takes lead on Executive, Nomination, Development, Alumni, and Scaling Committees, and Board of Directors meeting scheduling, preparation (document collection and issuance), and day-of organization (location, preparation, refreshments, and other logistics).
• Assist in the preparation and dissemination of materials for board meetings and other key meetings. Draft briefings for board members.
• Provide support during meetings, including preparing agendas, taking minutes, note-taking, setting up technology to support remote participation, and with appropriate follow-up post meetings.
• Proofing a wide range of written materials, including emails, marketing collateral, and presentations.
• Preparation and execution of contracts with external vendors and stakeholders.
• Coordinate with various departments to gather information and support the completion of projects.
• Track project timelines and deliverables, ensuring deadlines are met.
• Maintains confidentiality of all documents and other information.

Organization Administrative Systems Support (15%)

• Support and, at times, lead other staff with organization-wide functions (staff summit/holiday party/board retreats) and events (NEST Birthdays and 10-year Gala).
• Plan and support regular internal meetings among staff and other meetings as appropriate; this includes arranging logistics, materials, space, and technology requirements.

QUALIFICATIONS:

• Minimum of 10 years of experience in an administrative or executive assistant role.
• Experience using task management systems, like Asana, Trello, Monday, etc.
• Proficiency in Google Workspace (Gmail, Calendar, Drive, Chat).
• Ability to multitask and prioritize tasks in a fast-paced environment.
• High level of professionalism and confidentiality.
• Excellent organizational and time-management skills.
• Strong written and verbal communication skills.

PREFERRED-BUT-NOT-REQUIRED QUALIFICATIONS:

• Experience working in a CRM, such as Salesforce, DonorPerfect, Raiser’s Edge, or similar.

• Conversational or fluent in spoken Spanish; fluent in written Spanish.

REQUIREMENTS:

• Passion for the mission of Digital NEST and belief in upholding organization’s core values.
• Understanding of and sensitivity to issues of culture/ethnicity/race, gender, sexual identity, class/SES and immigration status.
• Ability to be an ally to people of color, women and lesbian, gay, bisexual, transgender, queer, questioning and intersex individuals and their allies (LGBTQIA).
• Must have a valid CA driver's license and be able to travel and work evenings or weekends occasionally, or as needed.
• Transport oneself to NEST facilities and to outreach locations; occasionally transport NEST youth to programs/events.
• Dexterity and coordination, sufficient to perform essential functions.
• Ability to perform administrative and computer-based tasks for up to 4.5 hours at a time.
• The ability to be mobile (including, but not limited to walking, bending, squatting, crouching, twisting, kneeling, reaching, etc.)
• Ability to lift/carry/push/pull objects that weigh up to 25 pounds as needed.

NOTE: The job offer will be contingent upon the successful completion and passing of a background check.

ABOUT OUR BENEFITS: We take a holistic approach to wellness, physical, emotional, and financial. Our comprehensive benefits package includes:

• 100% Agency Paid Medical, Dental, Vision, and Life Insurance for the employee
• SIMPLE IRA Retirement Benefit with up to 2% employer match
• 10 Paid Vacation Days for Full-time Employees (non-Director and non-Chief positions)
• 15 Paid Vacation Days for Full-time Employees (Director and Chief positions)
• 13 Paid Holidays Annually Plus Business closure/holiday the week between Christmas Day and New Years Day
• Paid Sick Time Off
• Annual Parking Permit
• Professional Development Opportunities

We understand that no candidate is perfectly qualified for any job. Experience comes in different forms; many skills are transferable, and passion goes a long way. Even more important than your resume is a clear demonstration of dedication, impact, and the ability to thrive in a fluid and collaborative environment. We want you to learn new things in this role and encourage you to apply if your experience is close to what we’re looking for. We also know that diversity of background and thought makes for better problem-solving and more creative thinking, so we're dedicated to adding new perspectives to the team. We look forward to hearing from you.

Digital NEST, Inc. is an equal opportunity employer and all qualified applicants will receive consideration without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other characteristic protected by law.

Digital NEST is also committed to an inclusive experience for all applicants and will endeavor to make reasonable accommodations in the interview process, to the known physical or mental limitations of qualified employees with disabilities unless the accommodation would impose an undue hardship on the operation of our business.

Please refer to our career page for more information on how to apply for reasonable accommodations.