Executive Assistant to the Board

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The Napa Institute

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Job Type

Full Time


Irvine, California


2532 Dupont Drive, Irvine, CA 92612

Description :

Executive Assistant to the Board | The Napa Institute

Job Title:

Executive Assistant to the Board (Full-time/Exempt)

Job summary:

Reporting to the Chairman of the Board, the Executive Assistant to the Board will coordinate complex calendars primarily for the Chairman, organize travel plans, maintain correspondence, and assist in and maintain records regarding charitable grant-making. S/he will provide professional support to the Chairman and the Board in all functional areas. The Executive Assistant to the Board must have a can-do and always-positive attitude. S/he must wear many hats and have the appropriate sense of urgency, presence and attitude for the occasion.

All Napa Institute team members are expected to:

  • Be practicing Catholics who are in communion with the Roman Pontiff and faithful to the Magisterium of the Catholic Church
  • Exhibit the uprightness of life proper to a Christian in accordance with Catholic moral teaching
  • Regularly participate in the Catholic Church’s sacramental life
  • Work collaboratively with Napa Institute leadership, staff, and affiliates

Essential duties/responsibilities:

  • Maintain and update a busy calendar for the Chairman specifically and for the Board more broadly, including scheduling of business and personal appointments, meetings, speaking engagements, special events, vacations, travel and other notable events
  • Provide meeting support to include scheduling, prep for meeting, purchasing and set up of materials, note taking and distribution, follow up on action items
  • Coordinate and book all business and personal travel arrangements including but not limited to air travel, ground transportation, lodging, meal and meeting reservations, shipping of presentation and personal materials, booking of activities, etc.
  • Assist in all preparations for business and personal travel including packing of items (business and personal); charging of phones, laptops and other equipment; ordering of supplies
  • Oversee administration of the religious and charitable projects of the Napa Institute and its affiliates, including coordination of charitable gift and pledge agreements and tracking of gifts and pledges; communication and follow-up in regard to charitable giving; ensure compliance with all charitable giving efforts
  • Assist with preparations for office meetings including conference room prep
  • Coordinate beverages, meals, and snacks for the Board as directed
  • Personal errands including but not limited to dry cleaning, laundry, shoe repair, personal shopping, shoe repair, banking, light grocery shopping to maintain executive refrigerator, purchasing of gifts
  • Maintain birthday and gift calendar on behalf of the Board
  • Accounting for all business and personal expenses including reconciling credit card bills with receipts, providing details to personal accountant, CPA and business financial staff
  • Correspond with ecclesiastical, charitable, business and personal contacts in a professional and efficient manner always giving the utmost care to maintaining confidentiality and professional decorum
  • Prepare and distribute social correspondence which may include invitations, holiday cards, birthday acknowledgements, thank you notes
  • Read and route incoming mail
  • Composes and executes all levels of correspondence, from routine to high level executive communications
  • Organizes and maintains file system, and files correspondence and other records
  • Answers and screens the Chairman’s telephone calls, and arranges conference calls
  • Arrange conference calls, both domestic and international, at various times including early morning, late nights and weekends as needed
  • Constant communication with the Chairman to ensure that he is prepared, organized and ready for all meetings and events
  • Special projects and other reasonable duties as directed

Job requirements:

  • Must possess 3+ years of experience in an administrative role; those with direct, related experience will be favored
  • Bachelor’s Degree in related field is required
  • Must be a demonstrated efficient problem solver, and able to thrive in a fast-paced environment
  • Strong communication skills with fluency in English required (both verbal and written); must possess excellent proofreading abilities; able to take dictation; able transcribe notes accurately and efficiently
  • Must possess superior MS Office skills and be tech-savvy; must have a successful history of maintaining complex calendars and correspondence for an executive
  • Must be polished, professional and positive; able to work long hours and weekends when needed, and be available at all hours to accommodate last-minute or unforeseen travel changes/issues
  • Prior experience with non-profit regulations and requirements as it relates to charitable giving is preferred
  • Prior experience booking travel for both individuals and groups; able to create concise travel itineraries and confirmations as directed
  • Must be highly flexible in work style, able to adapt and react to changes with grace and ease
  • Organization skills which allow you to prioritize and appropriately handle time-sensitive, confidential information and ensure action required is addressed in a timely manner.

How to apply :

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