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Executive Assistant & Special Projects Coordinator
The Giving List Women
Santa Barbara, QAT
Full Time
Mid
Onsite
4 weeks ago
SchedulingMeeting CoordinationWritten CommunicationGoogle WorkspaceZoomEvent Planning
Free
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SchedulingMeeting CoordinationWritten Communication
About the Role
The Giving List Women is seeking an Executive Assistant & Special Projects Coordinator to support the CEO with day-to-day operations, strategic follow-up, and relationship management.
Key Skills for This Role
SchedulingMeeting CoordinationWritten CommunicationGoogle WorkspaceZoomEvent Planning
Responsibilities
- Provide day to day executive support to the CEO, including scheduling, meeting preparation, follow up and priority tracking.
- Attend internal and external meetings and calls alongside the CEO, capturing clear notes, decisions, action items, owners, and deadlines.
- Draft and organize follow up emails, meeting summaries, outreach notes, and other written materials.
- Maintain systems that track relationships, open conversations, partner follow up, donor touchpoints, and event related next steps.
- Coordinate logistics for meetings, events, and special projects, including travel, invitations, guest lists, materials, timelines, and day of details.
- Help keep priorities moving across The Giving List Women Book, Summit, Doing It Differently Dinners, and related programming.
- Support relationship management with partners, donors, nonprofit leaders, and other stakeholders.
- Anticipate needs, flag gaps, and help ensure that conversations turn into timely, thoughtful action.
- Support other executives and additional strategic initiatives and special projects as needed.
Requirements
- Exceptional organizational and time management skills
- Strong verbal communication abilities
- Strong writing skills, with the ability to draft polished emails, summaries, and follow up notes
- Solutions oriented thinker
- Highly proactive with the ability to anticipate needs and solve problems independently
- Professional, polished, and detail oriented
- Comfortable managing multiple priorities simultaneously
- Experience supporting executives, founders, or senior leadership preferred
- Proficiency with Google Workspace, Zoom, and basic spreadsheet/document systems required
- Sound judgement and discretion when handling sensitive conversations, relationships, and information
Full Job Posting
Position Overview
- This role requires strong judgment, discretion, and the ability to translate conversations into clear next steps.
- The right candidate will help the CEO stay organized across a fast moving portfolio of relationships, events, partnerships, and strategic priorities.
- This is a part time role based in Santa Barbara, with occasional evening event attendance required. This role reports to the CEO at The Giving List Women.
Key Responsibilities
- Provide day to day executive support to the CEO, including scheduling, meeting preparation, follow up and priority tracking.
- Attend internal and external meetings and calls alongside the CEO, capturing clear notes, decisions, action items, owners, and deadlines.
- Draft and organize follow up emails, meeting summaries, outreach notes, and other written materials.
- Maintain systems that track relationships, open conversations, partner follow up, donor touchpoints, and event related next steps.
- Coordinate logistics for meetings, events, and special projects, including travel, invitations, guest lists, materials, timelines, and day of details.
- Help keep priorities moving across The Giving List Women Book, Summit, Doing It Differently Dinners, and related programming.
- Support relationship management with partners, donors, nonprofit leaders, and other stakeholders.
- Anticipate needs, flag gaps, and help ensure that conversations turn into timely, thoughtful action.
- Support other executives and additional strategic initiatives and special projects as needed.
Qualifications
- Exceptional organizational and time management skills.
- Strong verbal communication abilities.
- Strong writing skills, with the ability to draft polished emails, summaries, and follow up notes in the voice of the organization.
- Solutions oriented thinker.
- Highly proactive with the ability to anticipate needs and solve problems independently.
- Professional, polished, and detail oriented.
- Comfortable managing multiple priorities simultaneously.
- Experience supporting executives, founders, or senior leadership preferred.
- Proficiency with Google Workspace, Zoom, and basic spreadsheet/document systems required. Familiarity with Eventbrite, CRM, Adobe Acrobat, or similar tools is a plus.
- Interest in philanthropy, women’s leadership, social impact, or nonprofit work is a plus.
- Sound judgement and discretion when handling sensitive conversations, relationships, and information.
Compensation and Position Details
- $65,000 85,000 annual salary.
- Full time, 40 hours per week.
- Flexible schedule with availability during standard business hours.
- Office based role in Santa Barbara, California preferred. Candidates from other locations may be considered.
- Reports directly to the CEO.
- Expected start date: August, 2026.
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