Administrative Assistant

We are looking for a highly organized Administrative Assistant to support senior leadership within a mission-driven non-profit organization in Oakland, California. This Contract position will play a central role in keeping executive priorities, communications, meetings, and project activities moving efficiently across the organization. The ideal candidate brings strong judgment, effective communication skills, and the ability to manage sensitive information while coordinating multiple deadlines in a fast-paced environment.

Responsibilities:

• Provide day-to-day administrative support to executive leadership, ensuring schedules, communications, and priority items are managed with accuracy and discretion.
• Coordinate calendars, meetings, and follow-up actions while helping keep strategic and time-sensitive initiatives on track.
• Create, revise, and proofread presentations, reports, correspondence, and briefing materials for leadership, board, committee, partner, alumni, and student audiences.
• Organize meeting logistics and prepare materials needed for internal and external stakeholder discussions.
• Track multiple projects at once, monitor milestones, and help address administrative roadblocks that could affect deadlines or deliverables.
• Work closely with teams across programs, operations, development, communications, and finance to support cross-functional initiatives.
• Assist with the preparation of dashboards, summaries, and other project documentation for a variety of business needs.
• Support event coordination and stakeholder engagement activities, including scheduling, document preparation, and communication follow-through.
• 5–7 years of experience in administrative support, executive support, project coordination, financial services, or a comparable corporate or nonprofit setting.
• Experience supporting senior leaders, program leadership, executives, or board-level stakeholders in a corporate or nonprofit environment.
• Bachelor’s degree preferred.
• Advanced skills in Microsoft Office, including Outlook, Word, Excel, PowerPoint, and Teams.
• Ability to produce high-quality presentations, reports, and executive-facing materials with strong attention to detail.
• Strong written and verbal communication skills, with confidence interacting across all levels of an organization.
• Proven ability to manage competing priorities, maintain confidentiality, and work independently while remaining collaborative and accountable.
• Familiarity with tools such as HubSpot, Canva, or AI-enabled productivity platforms is a plus.