Executive Assistant to Executive Vice President and Chief Operating Officer (COO)

The California Community Foundation (CCF) is a nonprofit grantmaking foundation that administers almost 1,600 individual charitable funds to meet existing and emerging needs in the Greater Los Angeles area. CCF is one of the largest and fastest growing community foundations in the United States. With assets of more than $1.4 billion currently, CCF has awarded more than $1.7 billion in grants and received more than $1.9 billion in contributions over the past ten years. Since 1915, CCF has been helping individuals, and nonprofits establish and develop their philanthropic visions.

We envision a future where all Angelenos thrive – a future where the productive capabilities of Angelenos contribute to the health and well-being of our communities. The fate and future of every resident is interwoven, and our success as a community will be defined by how we improve the quality of life of all residents, especially our most vulnerable. We also envision a future in which more donors impact the challenges of Los Angeles and beyond, fulfilling their passions and creating a diverse spectrum of opportunities and philanthropic legacies.

For 100 years, the passion of our living and legacy donors has defined and built the California Community Foundation. Their generosity and dreams for a better tomorrow make our drive for meaningful social change possible. We partner with individuals and families to not only pursue their own personal passions but to collaborate with us, along with the public, private and nonprofit sectors, in transforming Los Angeles County.

The Executive Assistant works to provide administrative and project management support to the Executive Vice President and Chief Operating Officer (COO) of the California Community Foundation (CCF) and serves as liaison between the foundation’s Leadership Team. Responsibilities include project and process tracking and management, creation of presentations and reports and administrative support of the COO.

Major Responsibilities:

Project Design, Management and Support: Involved in the strategic development of ideas, proposals, structures and budgets for various projects involving the COO, Leadership Team. Manages and tracks multiple projects, providing written updates to the COO and Leadership Team where appropriate.

Liaison: Serves as liaison between the COO, the Leadership Team, and foundation departments.

  • Leadership Team: Works in consultation with CCF leadership, creating agendas, memos, soliciting materials and coordinating regular Leadership Team meetings. Oversees Community Based Organization Support grants portfolio and provides regular budget reports.
  • Foundation Staff: Serves as liaison to communicate pertinent information between the COO and the foundation staff, suggesting courses of action using discretion and initiative when little or no instructions have been provided. Interacts with donors, advisors and VIP’s. Works with department representatives to edit and produce a weekly internal foundation newsletter.

Database/Document Management: Manages internal use of BoardVantage software and provides BoardVantage support during Board, Committee and Leadership Team meetings. Enters contact information and coding for new donors, advisors, prospects and Legacy Society donors into RE7 database. Runs inquiries and reports using all Blackbaud databases.

Administrative Support: Provides administrative support to the COO, working closely with the President’s Office and foundation staff.

  • Correspondence: Screens and handles telephone calls, referring as appropriate to other staff, Screens mail, routing to staff or referring to the COO with a drafted reply. Composes correspondence and memoranda from brief instructions or on own initiative.
  • Scheduling: Maintains COO’s calendar, scheduling all internal and external meetings, noting events and appointments and including all necessary information and materials. Makes arrangements for COO’s meetings, coordinating with staff to be present and collecting relevant documents. Works with COO to ensure that preparations for meetings are made in advance.
  • Coordination: Maintains a tickler system of all major assignments given to the managers and other foundation staff. Works with President’s office on maintaining this system and determining appropriate follow-up assignments.
  • Travel: Arranges for travel, specifying times, dates, best connections, food, seat locations, car rental, etc., and sets up hotels and equipment. Prepares internal expense vouchers and external letters for expense reimbursement from other sponsoring organizations
  • Filing: Maintains COO’s personal and general files as appropriate by subject, date, organization or pending issue, determining the system best for quick recovery. Enters new contact information into the constituent database as well as COO’s Outlook contacts.
  • Events: Provides on-site support for event registration and assists with set-up and breakdown. Coordinates with other staff regarding involvement i.e. talking points, call time and agenda.

General: As appropriate, assists other departments and works as a member of interdepartmental teams to ensure the effective and efficient operations of CCF. At all times, demonstrates cooperative behavior with supervisors and coworkers. Other duties as assigned, dependent on organizational needs and employee skills.


To perform this job successfully, an individual must be able to perform each essential job function assigned satisfactorily. The requirements listed are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • Experience: Minimum three years experience as an executive assistant, preferably at a nonprofit organization.
  • Education: Associate of Arts degree or equivalent is required; higher education or business/secretarial training preferred.
  • Communication Skills: Strong interpersonal, written, and verbal communication skills are required. An ability to compose and edit correspondence and basic reports, knowledge of proper English, grammar and punctuation is required, with knowledge of a variety of written styles and formats. Critical thinking in assessing, compiling and disseminating information is necessary. A proven ability to interact well with all levels in an organization, donors, and grantees, and to work as a productive team member is also required.
  • Technology Skills: Computer literacy, including strong word processing experience, and strong working knowledge of Microsoft Office software. Working knowledge of Blackbaud software preferred, with a willingness and ability to learn appropriate database, spreadsheet and other computer programs.
  • Organizational Skills: Good organizational skills and ability to multi-task and support two senior managers. Good attention to detail.
  • Project Management Skills: Strong organizational skills and attention to detail. Ability to prioritize work and adjust to multiple demands.
  • Judgment and Discretion: Skill in determining matters of importance and information of use to the COO, exercising initiative in accomplishing any related tasks or referring the rest with the ability to refer, give or deny or ask for information in a tactful and friendly manner and to be discrete in giving information about the COO’s plans and action to anyone is required. An intuitive ability to recognize and appropriately convey the sensitive nature of any situation and the ability to keep all matters appropriately confidential is necessary.
  • Team Work & General Skills: Ability to work well independently and as team member. Ability to take initiative, and follow tasks through to completion. Ability to lead a team toward CCF's goals, leveraging each team member's skill set.

Working Conditions:

  • Requires the ability to sit and work at a desk for several hours at a time.
  • Requires the ability to travel and attend meetings, presentations and events outside the office, which may require occasional use of a motor vehicle for transportation to other locations.
  • This position is required to be available via telephone at all times for work-related emergencies by other Foundation staff, building staff or emergency personnel within the Pacific time zone.
  • Work may require occasional weekends and/or extended work day.
  • Punctuality and satisfactory attendance are essential functions of the job.


This is a full-time, exempt position. Salary is dependent on experience and qualifications. A generous benefit package is provided to all full-time staff, including medical, dental, vision, LTD, life, FSAs and retirement benefits.

How to Apply:

To apply to this position, please visit our website at www.calfund.org and select “Careers” or go to http://www.recruitingcenter.net/clients/calfund/publicjobs CCF is an Equal Opportunity Employer.