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Executive Assistant to the President & Office Administrator
Part Time/Temporary with Potential for Full Time

POSITION OVERVIEW

The Executive Assistant to the President & Office Administrator is responsible for coordinating and
managing operational and executive administrative aspects of LEAD San Diego, including assisting the
President & CEO, project coordination, governance, office administration, and business development
opportunities. The Executive Assistant to the President & Office Administrator reports to the President
& CEO and will work in partnership with the LEAD San Diego team to accomplish the organizations
objectives, managing and growing the Alumni Association and LEADership TRUST, ensuring office
efficiency, streamlining fundraising and business development activities in accordance with LEAD’s
mission and strategic plan.

One of this position’s primary responsibilities is to monitor sources of core funding from corporate and
individual contributions, core programs, event underwriting, and other revenue generating projects and
services. The other major responsibility is assisting the President & CEO – managing their calendar,
handling all scheduling requests, making necessary calendar adjustments, monitoring time
commitments and meeting priorities, following up on meetings, writing correspondence and
documents, and assisting with special projects. In addition, the Executive Assistant to the President &
Office Administrator will be a key liaison to the Board of Directors and will maintain high-level
relationships with key investors, Board members, and regional and community leaders as necessary.
Additional duties include office management tasks – financial tracking and administrative duties.

This is a part-time position 3-4 days per week during core business hours. Potential for full time
employment within 90 days of hire.

JOB DESCRIPTION ~ ESSENTIAL DUTIES & RESPONSIBILITIES
Support for the Office of the President
 Coordinate Board, Executive, and Special Committee meetings and provide program assistance as
directed by the President/CEO. This includes scheduling, meeting notices, written summaries/
minutes, and other meeting arrangements as requested.
 Arrange and prepare for meetings; set dates, prepare necessary materials, interface with
organizations requesting presentations, work with staff to screen for appropriate venues, and
collect background information.
 Assist with correspondence and printed materials. Act as the principal point of communication,
facilitate telephone calls and responses, draft written correspondence, initiate correspondence after
appropriate meetings, respond to written correspondence, and/or other electronic/telephone
messages.
 Prepare written documents, summaries, meeting notes, etc., as requested.
 Assist with community, government, and media briefings - prepare documents, confirm
engagements and events, consult with appropriate members of the staff to maximize external
relations on behalf of the President/CEO and the organization. Interface with the LEAD members,
community partners and staff as needed.
 Coordinate various (committee, program, ad-hoc) meetings as directed by the President/CEO to
include: scheduling, meeting notices, written summaries and other meeting arrangements. May also
include timelines budget, list of invitees, invitations, agendas, handouts, and set-up arrangements.
 Provide regular summaries of work plans/updates on a weekly/daily basis (as appropriate) to keep
open channels of communications.

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Coordinate Fundraising/Business Development:
 Staff and serve as liaison for Board of Directors Development Committee
 Support the President/CEO in development related correspondence and printed materials for
meetings. Act as the principal point of communication, facilitate telephone calls and responses,
draft written correspondence, initiate correspondence after appropriate meetings, respond to
written correspondence, or other electronic/telephone messages. Prepare written documents,
summaries, meeting notes, etc., as requested.
 In collaboration with staff and President/CEO, solicit & secure sponsorships, ads and participants
for all fee-for-service programs, annual event, and public education events.
 Grant writing, as needed.

Operations
 Manage and coordinate invoices, payments, and receipts for sponsorships, inducing accurate
tracking systems for LEAD programs and membership. Prepare documentation as required.
 In collaboration with staff, responsible for general office management, including – but not limited
to, phone reception, generating written and electronic correspondence, mail distribution,
maintaining/keeping orderly office areas, filing and collating.
 Assist with database maintenance and other administrative coordination relating to public events,
meetings, publicity, membership, class and general/media/elected official contacts.
 Pick-up/drop-off office materials, supplies and/or products, as needed.
 Greet and provide customer support in a friendly and professional manner.