Administrative Assistant to the Chief Executive Officer (Hourly) at Scouting America Orange County Council in Santa Ana, California

Job description

• The Administrative Assistant to the CEO provides high-level administrative, organizational, and logistical support to the Chief Executive Officer. This position plays a critical role in ensuring the CEO’s office operates efficiently, professionally, and with attention to detail. The ideal candidate is highly organized, discreet, proactive, and able to manage multiple priorities in a fast-paced, mission-driven environment.
• This role requires strong communication skills, sound judgment, and the ability to handle confidential information with professionalism and integrity.

Responsibilities

• Executive Support
• Manage and coordinate the CEO’s calendar, meetings, and appointments
• Prepare meeting agendas, briefing materials, and supporting documents
• Track action items and follow up on assigned tasks and deadlines
• Serve as a point of contact between the CEO and internal staff, board members, and external stakeholders
• Administrative & Office Support
• Draft, proofread, and format correspondence, reports, presentations, and emails
• Maintain organized digital and physical filing systems
• Process expense reports, invoices, and reimbursement requests as assigned
• Assist with travel planning and logistics when needed
• Board & Leadership Support
• Assist with scheduling and preparation for board meetings and executive leadership meetings
• Help compile board packets, agendas, and meeting materials
• Maintain professionalism and confidentiality in all board-related matters
• Keep minutes during board meetings
• Communication & Coordination
• Answer and direct phone calls and inquiries professionally
• Coordinate meetings, conference calls, and Zoom/Teams sessions
• Support cross-departmental coordination as directed by the CEO
• Confidentiality & Professionalism
• Handle sensitive and confidential information with discretion
• Represent the CEO’s office with a high level of professionalism and courtesy

Requirements

• Required
• High school diploma or equivalent
• 2+ years of administrative or executive support experience
• Strong organizational and time-management skills
• Excellent written and verbal communication skills
• Proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint) and/or Google Workspace
• Ability to manage competing priorities and meet deadlines
• High level of discretion and professionalism
• Experience supporting senior executives or leadership teams
• Experience in a nonprofit or mission-driven organization
• Familiarity with board operations and meeting support
• Strong attention to detail and problem-solving skills

Skills

Required

• Professional judgment and discretion
• Organization and attention to detail
• Clear and effective communication
• Adaptability and flexibility
• Google Workspace
• Zoom/Teams

Benefits

• $21.00-$25.00/hr