Job Description

Job Description

JOB TITLE

Executive Assistant, External Affairs

POSITION SUMMARY

The Executive Assistant, External Affairs provides direct executive support to the Chief of External Affairs and coordinates key priorities across the External Affairs team. The role manages scheduling, communications, and project follow-through to keep commitments on track, support donor-related activities, and ensure timely execution of department priorities.

LOCATION

This role is based in our Long Beach office and requires being on-site every Tuesday and Thursday. Occasional travel to Catalina Island is required to support donor visits, External Affairs events, and select program activities.

KEY RESPONSIBILITIES

Executive Support to Chief of External Affairs

• Manage the Chief’s calendar, appointments, and schedules, ensuring alignment with strategic priorities and recommending adjustments to optimize time for critical engagements.
• Coordinate all travel logistics, including transportation, accommodations, and conference attendance, ensuring efficiency and flexibility for schedule changes.
• Oversee scheduling and logistics for donor, partner, and professional engagements, resolving conflicts and ensuring smooth coordination.
• Organize department-wide activities such as staff meetings, off-sites, and team celebrations, including timely follow-ups and execution.
• Document contact reports, meeting notes, and action items from donor interactions; maintain accurate data entry in donor databases.
• Maintain organized digital files and records using SharePoint and other platforms, ensuring accessibility and integrity.
• Serve as the point of contact for the Chief’s technology needs, including submitting and tracking IT support requests.
• Prepare expense reports and reconcile credit card statements accurately with timely submission.
• Anticipate the Chief’s needs, identifying potential challenges while proposing proactive solutions.
• Handle sensitive and confidential information with discretion.

Project Coordination

• Lead onboarding and orientation for new department team members, ensuring alignment with organizational guidelines; Collaborate with other departments for smooth, comprehensive experiences.
• Coordinate meetings, agendas, and communication between department leaders; track action items and next steps.
• Manage department projects and programs, ensuring timely completion and proper tracking.
• Assist in prospect research to identify and support Chief’s donor engagement and fundraising initiatives.
• Align calendars and timelines for key projects, managing trade-offs to meet deadlines.
• Support logistical coordination for department and development events in partnership with the Senior Events Manager.
• Maintain email lists, tracking spreadsheets, and data systems for donor engagement and reporting.
• Contribute to developing internal protocols and operational efficiencies.
• Collaborate with the Executive Office team on scheduling, communications, and coordination needs to support organizational priorities.

Cross-Departmental & External Liaison

• Coordinate cross-functional and externally facing projects, ensuring stakeholder alignment and timely delivery.
• Promptly respond and resolve inquiries related to donations, events, and Leadership Circle benefits, escalating when necessary.
• Serve as liaison for donors, consultants, and external partners, coordinating visits and engagements, including travel to Catalina Island.
• Respond to inquiries related to donations, events, and Leadership Circle benefits, resolving issues and escalating as needed.
• Other duties as assigned to support the Chief of External Affairs and departmental needs.

QUALIFICATIONS

Skills & Abilities

• Strong executive calendar management and prioritization skills.
• Expertise in managing complex projects and competing priorities.
• Excellent verbal and written communication skills for stakeholder engagement.
• Ability to handle confidential information with discretion.
• Skilled in cross-functional collaboration and problem-solving.
• Proficiency in financial tracking and expense reporting.
• Advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Teams) and familiarity with platforms like Zoom and SharePoint.
• Advanced expertise in digital file management, donor databases, and tracking systems.
• Exceptional attention to detail and follow-through.
• Independent, adaptable, and able to manage multiple priorities with minimal supervision.
• Strong organizational skills.

Education/Experience

• Bachelor’s degree or equivalent experience.
• Minimum of 5–7 years of executive administrative and project coordination experience supporting senior leaders and managing complex calendars and projects.
• Experience in donor relations or nonprofit operations preferred.

COMPENSATION & BENEFITS

$90,000 - $100,000 annually, based on skills and experience.

We’re proud to support the health and wellbeing of the people we employ. We offer a competitive, comprehensive benefits package that includes healthcare coverage, flexible spending accounts, 403(b) plan with a 3% employer contribution and a 5% match — fully vested after 2 years, accrued paid time off, life insurance, disability coverage, an employee assistance program, professional development, and other benefits that support work-life balance.

HOW TO APPLY

To apply through LinkedIn, please include your cover letter as the first page of your resume. You may also send a cover letter and resume to [email protected], listing the job title in the subject line.

EQUAL OPPORTUNITY COMMITMENT

Catalina Island Conservancy is an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, age, sex, national origin, ancestry, disability status, genetics, marital status, medical condition, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.

OUR STORY

The mission of the Catalina Island Conservancy is to be an exemplary steward of Island resources through a balance of conservation, education, and recreation.

The Conservancy’s vision is for a beautifully functioning Island ecosystem for all to enjoy.

Just off the densely populated Southern California coast, Catalina Island is home to approximately 4,000 year-round residents and more than 60 endemic species of plants and animals found nowhere else on Earth.

The Catalina Island Conservancy protects 88 percent of Catalina Island’s approximately 48,000 acres, including the region’s longest publicly accessible undeveloped coastline.

The Conservancy is a research and conservation leader, protecting and restoring vulnerable habitats and species in its Mediterranean climate. Conservancy staff guides Island ecosystem recovery with the goal of generating a resilient, self-sustaining ecosystem with no endangered forms of life.

The Conservancy offers recreational experiences and educational programs for not only the 300,000 annual visitors who choose to visit the unique and special Conservancy “Wildlands Ecosystems” but also inspires the nearly 1.2 million visitors to other parts of the Island. Recreation, educational engagement, service opportunities, and partnerships connect the Island’s unique resources to people’s lives, inspiring environmental stewardship and action.

The Catalina Island Conservancy is a 501(c)(3) non-profit public charity established in 1972 to protect and restore Catalina Island for future generations to experience and enjoy.

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