Executive Assistant

Be the Cornerstone of Filoli's Leadership Team as Our Executive Assistant!

Are you a highly organized and detail-oriented administrative pro looking to make a meaningful impact? Do you thrive in a fast-paced environment where your support directly contributes to connecting rich history with a vibrant future? Filoli, a stunning historic estate and garden, is seeking an exceptional Executive Assistant to provide high-level support to our President & CEO and the entire Executive Team.

This is a full-time, flexibly scheduled position, working in an office located in a beautiful historic house. Depending on candidate experience, the hourly rate range is $34.40 to $40.48.  A typical work schedule is 8 hours per day, Monday through Friday. Flexibility including occasional off-hours or overtime commitment may be required to meet business needs. This position is eligible for employee benefits: medical, dental, vision, life, LTD, Flex Plan, 401(k) (eligible 1st of the month following the date of hire), vacation, sick leave, and holiday pay.

About Filoli

At Filoli, we believe in connecting people with beauty, nature, and shared stories. We envision a future where everyone honors nature, values unique experiences, and appreciates beauty in everyday life. As our Executive Assistant, you'll be instrumental in supporting our 2024-2028 Strategic Plan, focused on community connection, and helping launch initiatives that provide even greater access to nature for our guests. Our culture is built on integrity, accountability, and a commitment to being Inclusive, Welcoming, Innovative, Collaborative, and dedicated Stewards using sustainable practices.

Your Impact

As our Executive Assistant, you'll be the linchpin for seamless leadership operations. You'll provide essential administrative support to the Chief of Staff, President & CEO, and the Executive Team, ensuring their days run smoothly. From managing complex calendars and coordinating travel to providing crucial support for our Board of Directors and overseeing external memberships, your organizational prowess will be key to Filoli's success. This is a dynamic role for someone who is proactive, discreet, and thrives on anticipating needs.

What You'll Do

• Executive Support: Be the go-to person for the Executive Team's administrative needs, including expert calendar management, travel arrangements, expense reporting, and maintaining the President & CEO's ADP account. You'll also prepare weekly executive summaries and support project administration.

• Board of Directors Support: Partner with the Chief of Staff to ensure all Board needs are met. This includes managing the annual meeting calendar, preparing agendas and informational packets, taking and transcribing minutes, tracking attendance, coordinating logistics, and serving as the central point of contact for Board inquiries.

• Institutional Administration: Oversee external institutional memberships, manage organizational calendars and meeting spaces, handle trademark documentation, and contribute to special projects on behalf of leadership.

What You Bring

• Experience: A minimum of 5 years of experience providing high-level administrative support to C-suite executives or senior leadership, with proven experience supporting Board of Directors activities.

• Executive Support Expertise: Demonstrated ability in complex calendar management, travel arrangements, and handling confidential documents.

• Board Relations Savvy: Strong understanding of board governance and proven experience in managing board meeting logistics and materials.

• Organization & Project Management: Exceptional organizational skills, the ability to juggle multiple priorities, and a highly detail-oriented and proactive approach.

• Communication Skills: Excellent written and verbal communication, capable of drafting professional correspondence and presentations.

• Tech Proficiency: Advanced proficiency in Google Workspace (Gmail, Calendar, Docs, Sheets, Slides) and Microsoft Office Suite (Word, Excel, PowerPoint). Experience with CRM systems (like Altru) and project management tools (like Monday.com) is a plus!

• Discretion & Problem-Solving: The ability to handle sensitive information with the utmost confidentiality and a strong knack for anticipating needs and independently resolving administrative challenges.

• Collaboration: A collaborative spirit with strong interpersonal skills, ready to build rapport across all levels of the organization.

• Commitment to DEAI: A dedication to Filoli’s commitment to integrate accountability across all efforts to support and sustain a racially equitable organization.

• Physical Requirements: Ability to lift/carry items up to 20 pounds, stand, walk across uneven terrain, climb stairs, and sit for long periods at a computer. A valid Driver’s License is required.

Bonus Points for: A Bachelor's degree in Business Administration, Communications, or a related field.

Ready to be an essential part of the Filoli team?

If you're a proactive, highly organized, and discrete professional looking for a rewarding role where your skills directly contribute to a beautiful mission, we encourage you to apply here:  https://filoli.applicantstack.com/x/detail/a26ons32i6te/aa0

Join us in connecting our rich history with a vibrant future!