San Diego - Executive Assistant & Project Support

Job description:

Executive Assistant & Project Support

Salary Non-Exempt | $25/hr

Coast Care | San Diego, CA

About Coast Care

Coast Care is a mission-driven home care organization dedicated to delivering excellent client service while supporting our caregivers in the field. We value reliability, empathy, respect, continuous improvement, and a warm, people-first culture. We are seeking a highly organized, proactive Executive Assistant who can provide trusted support to the Executive Team while assisting with basic accounting and administrative operations. This role will work closely with the COO, Finance Director, and Core Executive Team during a period of organizational growth, restructuring, and process improvement. Because this position supports executive-level operations, the Executive Assistant will have access to highly confidential information, including HR matters, payroll information, financial data, leadership calendars, employee-related decisions, client information, internal planning, and sensitive organizational communications. The successful candidate must demonstrate exceptional discretion, sound judgment, professional boundaries, and the ability to maintain strict confidentiality at all times.

Position Summary

The Executive Assistant & Project Support role is responsible for high-level administrative support, project coordination, communication management, and light accounting projects. The ideal candidate can follow detailed instructions accurately while also applying independent judgment when situations require thoughtful problem-solving or creative, out-of-the-box thinking.

This position requires someone who is organized, resourceful, emotionally intelligent, and able to manage several moving parts with clear communication and consistent follow-through. The Executive Assistant must be able to interact warmly and professionally with team members, clients, and external partners while maintaining clear boundaries appropriate to an executive support role.

This role requires a high degree of trust. The Executive Assistant must understand that access to information is not permission to share, imply, speculate, or discuss confidential matters. Information learned through executive calendars, meetings, documents, conversations, or proximity to leadership must be protected with care and professionalism.

Key Responsibilities

Executive Support

• Manage executive calendars, schedule meetings, coordinate logistics, and protect

executive time.

• Organize meeting agendas, take notes, track action items, and follow up to ensure timely

completion.

• Prepare professional correspondence, memos, reports, and presentation materials.
• Maintain organized digital files and ensure documents are accurate, current, and

appropriately protected.

• Assist with internal communications, culture initiatives, and executive meeting

preparation.

• Support the COO, Finance Director, and Core Executive Team with administrative and

project-based needs.

• Handle sensitive information with discretion, including leadership schedules, staffing

discussions, employee matters, client issues, financial information, and internal planning.

• Maintain strict confidentiality in all interactions and avoid discussing, implying, or

speculating about confidential matters with employees, vendors, clients, or outside

parties.

• Exercise sound judgment when approached with questions or concerns involving

confidential or sensitive information, and redirect appropriately to leadership or the

proper internal channel.

Operational & Administrative Support

• Support HR and onboarding processes, including document collection, form preparation,

checklist updates, and administrative tracking.

• Assist with special projects related to organizational restructuring, process improvement,

compliance, and culture building.

• Support other departments as needed while maintaining appropriate role clarity and

confidentiality.

• Help identify process gaps, organize information, and support improvements that

increase efficiency and accountability.

• Maintain professionalism and discretion when working around employee information,

staffing changes, performance matters, or internal operational decisions.

Accounting Project Support

• Provide general support to the Finance Director as needed, including light analytical

work, formatting reports, maintaining tracking logs, and organizing documentation.

• Assist with basic accounting-related projects that may involve payroll, financial reports,

invoices, expense tracking, or confidential company data.

• Handle financial and payroll-related information with accuracy, care, and strict

confidentiality.

• Ensure sensitive financial information is only accessed, discussed, or shared with

authorized individuals.

Confidentiality & Professional Boundaries

This role requires a strong understanding of executive confidentiality and professional boundaries. The Executive Assistant must be able to build positive working relationships across the organization while remaining neutral, discreet, and aligned with leadership responsibilities.

The Executive Assistant is expected to:

• Protect confidential information learned through calendars, meetings, documents,

conversations, or proximity to leadership.

• Refrain from participating in gossip, speculation, or informal conversations about

employee status, compensation, performance, investigations, client matters, financial

information, or leadership decisions.

• Avoid confirming, denying, hinting at, or discussing confidential information with

unauthorized individuals.

• Redirect questions about sensitive matters to the appropriate leader, manager, HR

representative, or executive.

• Immediately escalate concerns involving confidentiality, employee relations, compliance,

or organizational risk to the appropriate executive.

• Maintain professional boundaries with employees, clients, vendors, and external

partners.

• Understand that confidentiality continues both during and after employment with Coast

Care.

Qualifications

• 2+ years of experience supporting Director-level, Executive-level, or C-level leadership.
• Prior experience handling confidential information in a professional setting.
• Strong proficiency in Google Workspace, including Sheets, Docs, Slides, Gmail, and

shared drive organization.

• Proficiency in Excel and comfort learning new digital systems.
• Strong written and verbal communication skills with a warm, professional tone.
• High attention to detail, accuracy, and follow-through.
• Ability to manage confidential information with discretion, maturity, and sound judgment.
• Comfortable working in a fast-moving environment with shifting priorities.
• Demonstrates creative problem-solving skills; able to identify inefficiencies, propose

solutions, and improve processes without being asked.

• Takes initiative and looks for ways to contribute before being directed; anticipates needs,

fills gaps, and keeps work moving independently.

• Able to remain neutral, calm, and professional when exposed to sensitive or emotionally

charged information.

Key Traits for Success at Coast Care

• Reliable, responsive, and emotionally intelligent.
• Trustworthy and discreet with confidential information.
• Proactive problem-solver who anticipates needs and removes friction.
• Organized and steady, especially during times of change.
• Friendly, grounded, and able to communicate with compassion and clarity.
• Able to build positive relationships without becoming involved in gossip, speculation, or

internal politics.

• Comfortable supporting leadership while maintaining warmth and professionalism with

the broader team.

• Mission-aligned: you care about supporting caregiving teams and the client experience.

Work Details

• Salary Non-Exempt
• $25/hr
• On-site presence is required
• Reports to: COO
• Also supports: Finance Director and Core Executive Team
• This role works closely with executive leadership and will be seated in an

executive/admin support area due to the confidential nature of the position.

Benefits:

• 401(k)
• Dental insurance
• Employee discount
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Referral program

Work Location: In person