Executive Assistant

Our client, a mission-driven foundation, is seeking a highly organized and proactive Executive Assistant to fulfill their Program Associate responsibilities and support multiple program areas across the organization. This role plays a key part in ensuring the smooth administration of grants, coordination of foundation-sponsored meetings and events, and day-to-day operational support for senior staff. The ideal candidate is detail-oriented, adaptable, and thrives in a fast-paced environment where collaboration, communication, and organization are essential to success.Please note that this is a hybrid, 5-month contract role based in Oakland, CA. Pay would be $38-$42/hr.Key ResponsibilitiesAdminister and track all aspects of the grants process, including proposal management and database maintenance Draft grant awards, correspondence, and supporting documentation in partnership with grants management staff Monitor grant deliverables, payment schedules, and monthly close-out reporting Serve as a liaison between grantees, program staff, and internal teams to ensure timely processing and communication Troubleshoot and resolve issues within the grants management system and support related research initiatives Coordinate logistics for foundation-sponsored meetings, events, and webinars Manage venue arrangements, meeting materials, catering, A/V setup, and room configurations Oversee participant communications including invitations, confirmations, and informational materials Support virtual event execution using web conferencing tools and engagement platforms Assist with logistics and preparation for board meetings as needed Manage calendars, appointments, meetings, and conference calls for senior staff Coordinate travel arrangements and process expense reports and reimbursements Maintain organized files and records for efficient access and retrieval Respond to internal and external inquiries with professionalism and discretion Perform general administrative and office support duties as needed Partner with internal teams to maintain and update organization-wide contact databases Generate lists and reports for meetings, communications, and outreach initiatives Support special projects and additional operational needs, including occasional overtime or travel QualificationsBachelor's degree preferred, ideally in Communications, Journalism, Public Relations, Public Health, Public Policy, or a related field Experience supporting senior-level professionals in a fast-paced administrative environment Strong event coordination and organizational experience Proficiency with Microsoft Office Suite and electronic communication tools Excellent written and verbal communication skills, including editing and proofreading abilities Exceptional attention to detail with the ability to manage multiple priorities simultaneously Strong interpersonal skills and ability to build relationships across teams and external stakeholders Ability to work independently while adapting quickly to changing priorities Strong problem-solving and critical thinking capabilities Proven ability to handle confidential and sensitive information with discretion Collaborative mindset with a high level of professionalism and integrity Demonstrated initiative, accountability, and follow-through in completing projects and tasks Commitment to continuous learning, inclusivity, and constructive feedbackPlease submit your resume for immediate consideration!You can use WorkGrades to collect and manage your references for free and share them with us or anyone else you choose by visiting workgrades.com/home/candidate. Candidates with references are always preferred by our clients. Now is the most important time to stand out from the crowd. We suggest that you ensure you have updated your LinkedIn profile and that you start collecting your references early.