Administrative Assistant

Responsibilities

• Manage the CEO's calendar, including scheduling meetings, appointments, and events
• Coordinate meeting logistics and maintain an organized schedule
• Screen and prioritize incoming emails, phone calls, and correspondence
• Draft, edit, and prepare letters, reports, presentations, and other documents
• Coverage travel arrangements, itineraries, and expense reporting
• Track deadlines, action items, and follow-up activities on behalf of the CEO
• Manage confidential information with discretion and professionalism
• Aid the CEO with board-related administrative activities as assigned
• Coordinate board and committee meeting logistics
• Prepare and distribute board packets, agendas, minutes, and supporting materials
• Maintain board records, contact information, and governance documents
• Track board action items and assist with follow-up communications
• Support board member communications under the direction of the CEO
• Provide administrative support for board retreats, strategic planning sessions, and special board events
• Prepare meeting agendas, materials, presentations, and supporting documents
• Attend meetings as requested and record notes, minutes, and action items
• Follow up with staff regarding assignments and deadlines
• Aid with special projects and organizational initiatives
• Aid with overseeing the day-to-day readiness and organization of the corporate office
• Order, stock, and maintain office and meeting supplies to ensure adequate inventory levels
• Coordinate food and beverage orders for meetings and office events as requested
• Support and oversee meetings held at the corporate office, including room setup, supplies, refreshments, and follow-up needs
• Communicate with internal staff, vendors, and service providers to support smooth office operations

Qualifications

• Associate degree or equivalent combination of education and experience
• Minimum of three years of administrative support experience
• Strong proficiency in Microsoft Office Suite
• Excellent written and verbal communication skills
• Valid CA driver's license

Benefits

• Medical Insurance funded up to 91% by Illumination Foundation (Kaiser and Blue Shield), depending on the plan
• Dental and Vision Insurance
• Life, AD&D and LTD Insurance funded 100% by Illumination Foundation
• Employee Assistance Program
• Professional Development Reimbursement
• 401K with Company Matching
• 10 days vacation PTO/year
• 6 days of sick pay/year
• Potential eligibility for the Public Service Loan Forgiveness Program (PSFL) for federally qualified loans.

Pay and Schedule

The pay range for this role is $26.00 - $29.00 per hour. In office role at our corporate office in Santa Ana, CA.