Executive Assistant to the Executive Director at a non-profit

Please include cover letter.

About Cayenne Wellness Center (CWC)
Cayenne Wellness Center and Children’s Foundation (CWC) is a 501(c)(3) nonprofit organization dedicated to improving health outcomes and decreasing mortality for individuals and families affected by Sickle Cell Disease (SCD). Our mission is to increase the quality of life for individuals living with SCD across California by ensuring expert, unbiased, and comprehensive care. We envision a medical system that effectively serves the 7,000 residents living with SCD in California and an empowered patient community equipped to advocate for themselves. Our work is mission-driven, heart-centered, and impact-focused. Every role at CWC contributes directly to the lives of the families we serve.

Position Overview
We are seeking a highly organized, proactive, and leadership-oriented Executive Assistant to support the Executive Director and help drive daily operations across the organization. This is not a traditional administrative role. The Executive Assistant serves as a key extension of the Executive Director and plays a critical role in ensuring priorities are executed, communication is streamlined, and accountability is maintained across teams and programs. The ideal candidate is confident, resourceful, and able to operate with a high level of independence. This individual must be comfortable managing multiple priorities, reinforcing expectations, and ensuring consistent follow-through in a fast-paced, mission-driven environment. This role carries a high level of responsibility and visibility. The Executive Assistant will be expected to anticipate needs, manage competing demands, and help maintain structure across the organization.

Key Responsibilities
Executive Support & Priority Management

• Manage and maintain the Executive Director’s calendar, including meetings, travel, and external engagements
• Prioritize incoming requests and ensure alignment with organizational goals
• Prepare daily and weekly briefing materials
• Serve as a central point of coordination for executive communications

Operational Support & Accountability

• Track key initiatives, deliverables, and deadlines across departments
• Follow up with staff and leadership to ensure completion of tasks
• Reinforce timelines, expectations, and priorities
• Identify gaps and proactively

Leadership & Team Coordination

• Support coordination across departments including program, outreach, finance, and operations
• Lead follow-ups from leadership and staff meetings
• Assist in maintaining structure, consistency, and accountability across the organization
• Serve as a liaison between the Executive Director and internal/external stakeholders

Program & Financial Coordination

• Manage intake, organization, and tracking of CAP (Client Assistance Program) applications
• Coordinate approval processes, documentation, and gift card disbursements
• Maintain accurate logs and ensure proper financial tracking with accounting
• Support reconciliation and reporting processes as needed

Sponsorship & Event Coordination

• Manage sponsorship submissions and track deadlines across corporate and foundation portals
• Coordinate materials and logistics for key events, including: o Annual SCD Educational Summit

o World Sickle Cell Day
o Hispanic Heritage Celebration
o Anniversary and signature events
o Maintain organized tracking of sponsorship commitments and deliverables

Mental Health & Wellness Program Support

• Coordinate referral tracking and provider communication
• Maintain provider directories and documentation
• Track training compliance and support annual provider reviews
• Ensure accurate documentation and organization of program activities

Administrative & Organizational Operations

• Create and distribute agendas for staff and leadership meetings
• Track follow-ups and ensure completion of action items
• Manage incoming and outgoing communications, mail, and supplies
• Maintain organized digital and physical filing systems
• Support preparation of board materials and executive presentations

What You Bring

• 3–5+ years of experience supporting a senior executive (nonprofit preferred)
• Strong organizational and time-management skills with the ability to manage multiple priorities
• Excellent written and verbal communication skills
• High level of discretion and professionalism when handling confidential information
• Strong attention to detail and follow-through
• Ability to work independently and proactively in a fast-paced environment
• Proficiency in Google Workspace and Microsoft Office
• Valid driver’s license and reliable transportation

Success Profile — Who Thrives in This Role

• A proactive self-starter who anticipates needs and takes initiative
• Someone who is organized, structured, and able to manage competing priorities A professional who is comfortable reinforcing expectations and following through with teams
• A strong communicator who builds trust while maintaining accountability
• Someone who operates with sound judgment and remains composed under pressure
• A person who is committed to supporting the mission and growth of the organization

Why Join CWC

At CWC, you will have the opportunity to play a critical role in securing the resources that power our mission. Your work will directly support programs that improve health outcomes, strengthen families, and advance health equity across California.

You will be part of a dedicated, passionate, and impact-driven team committed to advocacy, empowerment, and improving public health outcomes for the Sickle Cell community.

Candidates selected for interviews may be asked to demonstrate how they approach organization, prioritization, and follow-through in a fast-paced environment. Applicants are encouraged to review Cayenne Wellness Center’s website prior to interviewing to ensure alignment with the mission and scope of work.

Pay: $28.00 per hour

Benefits:

• Employee assistance program
• Flexible schedule
• Retirement plan

Work Location: Hybrid remote in Burbank, CA 91502