Executive Assistant

JOB TITLE: EXECUTIVE ASSISTANT

CLASSIFICATION: AT-WILL, FULL TIME, NON-EXEMPT

HOURS: VARYING DEPENDING ON PROGRAM NEEDS

COMPENSATION: $30 - $35 HOUR (DEPENDING ON EXPERIENCE & QUALIFICATIONS)

SUMMARY

WINTER is a nonprofit organization with a mission to train, educate and prepare women for transformative careers in the construction industry. WINTER seeks a highly organized, discreet, and detail-oriented Executive Assistant to provide high-level administrative and strategic support to the Executive Director. This position requires exceptional confidentiality, sound judgment, and precision. The Executive Assistant serves as a trusted partner to the Executive Director, ensuring seamless operations, safeguarding sensitive information, and maintaining the highest standards of professionalism. The ideal candidate thrives in a mission-driven, fast-paced nonprofit environment and demonstrates meticulous attention to detail, strong communication skills, and an unwavering commitment to discretion.

KEY RESPONSIBILITIES

I: Executive Support

•Manage the Executive Director’s complex calendar, including scheduling, prioritizing, and coordinating internal and external meetings.

•Prepare meeting agendas, briefing materials, talking points, and follow-up documentation with a high degree of accuracy.

•Draft, proofread, and edit correspondence, reports, grant-related materials, and presentations.

•Coordinate travel arrangements and prepare detailed itineraries.

•Track action items and ensure timely completion of commitments and deadlines.

II: Confidential & Sensitive Information Management

•Handle sensitive personnel, legal, financial, and board-related information with strict confidentiality.

•Maintain secure electronic and physical filing systems.

•Serve as a gatekeeper, exercising discretion in managing access to the Executive Director.

•Support confidential HR, compliance, and organizational matters as directed.

III: Board & Leadership Support

•Coordinate Board of Directors meetings, including scheduling, preparing board packets, and maintaining official records.

•Record accurate meeting minutes and ensure secure documentation.

•Assist with governance compliance documentation and reporting requirements.

IV: Operational Coordination

•Liaise with senior leadership, program staff, and external stakeholders on behalf of the Executive Director.

•Support internal communications and organizational announcements.

•Monitor and track organizational deadlines, deliverables, and reporting schedules.

•Assist with special projects and strategic initiatives.

V: Administrative Excellence

•Maintain meticulous records and ensure accuracy across documents and reports.

•Conduct detailed proofreading to ensure error-free materials.

•Anticipate needs and proactively address potential issues before they arise.

•Develop and refine administrative systems to improve efficiency and accountability.

REQUIRED QUALIFICATIONS

•Bachelor’s degree or equivalent professional experience.

•Minimum of 3–5 years of executive-level administrative support experience.

•Demonstrated experience handling confidential information with discretion.

•Exceptional attention to detail and organizational skills.

•Advanced proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook) and virtual meeting platforms.

•Strong written and verbal communication skills.

•Ability to manage multiple priorities with accuracy and professionalism.

CORE COMPETENCIES

A. Confidentiality & Integrity: Exercises sound judgment and maintain strict discretion in all matters.

B. Attention to Detail: Produces consistently accurate, polished work with minimal oversight.

C. Professionalism: Represents the Executive Director and WINTER with poise and credibility.

D. Proactive Problem-Solving: Anticipates needs and responds thoughtfully.

E. Time Management: Prioritizes effectively in a dynamic environment.

F. Mission Alignment: Commitment to workforce development and advancing women in non-traditional careers.

PREFERRED QUALIFICATIONS

•Experience in nonprofit, workforce development, or apprenticeship programs.

•Experience supporting a Board of Directors.

•Familiarity with grant reporting and compliance documentation.

•Bilingual (English/Spanish) a plus.

WORK ENVIRONMENT

This role requires a high level of trust and access to sensitive organizational information. The Executive Assistant must demonstrate professionalism, discretion, and a commitment to supporting the Executive Director and WINTER’s mission at the highest level.

HOW TO APPLY

Persons interested in applying for this role must submit a Cover Letter and Resume to langeles@winterwomen.org. No phone calls please.

Job Type: Full-time

Pay: $30.00 - $35.00 per hour

Expected hours: 40 per week

Benefits:

• Dental insurance
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

People with a criminal record are encouraged to apply

Education:

• Bachelor's (Required)

Experience:

• Executive administrative support: 3 years (Required)

Work Location: In person