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Executive Assistant


Title:      Executive Assistant
Reports to:      Chief Executive Officer
Status:      Non-Exempt
Schedule:      Full-Time
Location:      Oakland, CA


Organization Overview

The mission of Techbridge Girls, an award-winning nonprofit with a proven, data-driven model, is to empower girls to realize their dreams through science, technology, and engineering. Techbridge Girls is engineering a revolution for girls to change the world through science, technology, and engineering. Techbridge Girls delivers after-school programs for 4th through 12th grade girls in low-income communities to inspire their interest in science and technology careers, and provides training and resources on science and technology education to national partners like Girl Scouts and YMCA. Since its founding 17 years ago, Techbridge Girls has reached over 66,000 youth across the country. With long-established programs in the San Francisco Bay Area, new offices in Greater Seattle and Washington D.C., and major national partnerships, Techbridge Girls is at an exciting transition point. The organization currently has an annual budget of approximately $3.1 million and 30 employees in 3 regional offices, and is poised for bold growth to increase its impact. For more information, please visit


Position Summary
Reporting directly to the CEO, the Executive Assistant provides executive support in a one-on-one working relationship. The Executive Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to the CEO. The Executive Assistant also serves as a liaison to the board of directors and leadership team; organizes and coordinates executive outreach and external relations efforts; and oversees special projects. The Executive Assistant must be creative and enjoy working within a fast-pace, entrepreneurial environment that is mission-driven, results-driven and community oriented. The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The Executive Assistant will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.


Roles & Responsibilities

Executive Support

  • Completes a broad variety of administrative tasks for the CEO including: managing an extremely active calendar of appointments; completing expense reports; entering and updating contacts into Salesforce; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; compiling documents for travel-related meetings and managing email.
  • Plans, coordinates and ensures the CEO's schedule is followed and respected.
  • Provides "gatekeeper" and "gateway" role, creating win-win situations for direct access to the CEO's time and office.
  • Communicates directly, and on behalf of the CEO, with Board members, donors/funders, staff, and others.
  • Researches, prioritizes, and follows up on incoming issues and concerns addressed to the CEO, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
  • Provides a bridge for smooth communication between the CEO office and internal departments; demonstrating leadership to maintain credibility, trust and support with leadership team.
  • Works closely and effectively with the CEO to keep her well informed of upcoming commitments and responsibilities, following up appropriately. 
  • Provides leadership to build relationships crucial to the success of the organization, and manages a variety of special projects for the CEO, some of which may have -organizational impact.
  • Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the CEO's ability to effectively lead the organization.
  • Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.

Board Support and Liaison

  • Coordinates board and regular committee meetings and activities including: scheduling and arranging all meeting logistics; preparing board and committee materials; providing support at meetings; transcribing and disseminating minutes and major decisions; and creating new board member orientation packets.
  • Serves as the CEO’s administrative liaison to Techbridge Girls’ board of directors
  • Maintains discretion and confidentiality in relationships with all board members
  • Adhere to compliance with applicable rules and regulations set in bylaws regarding board and board committee matters, including advance distribution of materials before meetings in electronic/paper format.

Leadership Team Support

  • Participates as an adjunct member of the Leadership Team including assisting in scheduling meetings and attending meetings (when requested)
  • Assists in coordinating the agenda for leadership team meetings and off-sites, and all staff meetings

Office Support

  • Provide support for general office operations, including telephone and email coverage, distributing mail daily, receiving deliveries, greeting visitors, and maintaining an inventory of kitchen and office supplies and ordering supplies as needed.
  • Responsible for keeping office organized and clean 
  • Coordinate team meeting calendar and manage team meeting notes and action items
  • Troubleshoot and resolve issues as needed, such as with Xerox machines, phones, and other equipment for the national office. Point of contact for the office with building management and maintenance.

Communications, Partnerships, and Outreach

  • Ensures that the CEO’s bio is kept updated and responds to requests for materials regarding the CEO and the organization in general 
  • Edits and completes first drafts for written communications to external stake holders
  • Follows up on contacts made by the CEO and supports the cultivation of ongoing relationships
  • Collaborate with other administrative staff on activities as needed.



  • 3 to 5 years of experience as an Executive Assistant or related administrative experience
  • Mastery of MS Office Suite, especially Outlook (email, calendar, tasks); proficiency with Word, Excel, PowerPoint and internet research and social media applications a plus. Experience with Salesforce is desired
  • Excellent organizational skills with outstanding attention to detail and follow through. 
  • Very strong listening, written and oral communications skills, including phone presence.
  • Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners and donors/funders
  • Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response
  • Demonstrated ability to achieve high performance goals and meet deadlines in a fast paced environment 
  • Forward looking thinker, who actively seeks opportunities and proposes solutions
  • Highly resourceful team-player, with the ability to also be extremely effective independently 
  • Demonstrated proactive approaches to problem-solving with strong decision-making capability
  • Emotional maturity

This is a full-time position based out of Techbridge Girls’ Oakland, CA office. Health, vacation, retirement and other benefits are offered. Techbridge Girls offers a competitive salary and benefits, commensurate with experience and skills.

Please compose a cover letter that describes your commitment to the mission of Techbridge Girls and how your experience fits the qualifications of the position. Please email cover letter and resume with the subject “Executive Assistant” to Please include your compensation requirements.

Techbridge Girls is an equal opportunity employer. We value a diverse workforce.