Senior Executive Assistant
PEP Housing, Santa Rosa, CA, United States
About The Company
PEP Housing has been building community from the heart since 1978. We build and manage affordable housing for seniors living on fixed, limited incomes. Our residents live independently in a beautiful, safe place while aging with the grace and dignity deserved by all. With 23 properties, over 650 residents and projects under construction, we keep busy!
Position Summary The Senior Executive Assistant serves as a strategic partner to the President & CEO, driving the execution of complex initiatives and advancing organizational priorities. Acting as an extension of the President & CEO, this role manages high-level scheduling, communications, and cross-functional coordination to support effective leadership and decision-making.
As a trusted member of the Office of the President & CEO, the Senior Executive Assistant leads and supports key organizational initiatives aligned with the mission. The role also maintains significant engagement with the Board of Directors, overseeing communication, meeting preparation, and follow-up to ensure seamless Board and committee operations.
In addition, this position provides project and administrative support to members of the leadership team, with a focus on special initiatives and high-impact organizational priorities.
Principle Duties And Responsibilities Executive, Leadership & Board Support
Translate executive direction into structured workplans.
Calendar & Priority Management: Strategically manage complex calendars across multiple time zones for the President & CEO and senior leadership; proactively schedule meetings, resolve conflicts, and align schedules with organizational priorities
Email & Communication Support: Screen and prioritize incoming communications; draft, edit, and send correspondence, reports, and presentations on behalf of executive leadership
Travel & Logistics Coordination: Arrange travel, including flights, lodging, transportation, and detailed itineraries
Meeting & Board Support:
Organize and prepare meetings for executive leadership, the Board of Directors, and board committees
Prepare agendas, compile and distribute board packets, and coordinate meeting logistics
Attend board and committee meetings as needed to capture notes and track follow-up action items
Leadership Team Support: Provide administrative and project support to other leadership team members, as assigned, including support for special projects, initiatives, and events
Expense & Records Management: Process expense reports, manage invoices, and maintain organized digital and physical filing systems
Confidentiality & Discretion: Handle sensitive, confidential, and board-level information with professionalism, integrity, and sound judgment
Program & Project Coordination
Program & Project Tracking: Coordinate and track organizational programs and projects using tools such as Asana, Notion, Monday.com, or similar platforms
Timeline & Deliverables Management: Monitor milestones, deadlines, and dependencies to ensure initiatives remain on schedule
Workflow Optimization: Identify risks, bottlenecks, or inefficiencies and proactively recommend solutions
Stakeholder Liaison: Act as a point of contact between leadership, staff, vendors, community partners, and external stakeholders
Documentation & Reporting: Maintain and organize program and project documentation, contracts, status updates, and progress summaries
Special Initiatives: Support ad-hoc initiatives including event planning, board retreats, staff onboarding, research, and mission-critical programs
Visual & Presentation Materials: Assist in creating presentations, reports, and internal or external communications using Canva or similar design platforms, ensuring materials are professional, accessible, and mission-aligned
Education, Skills, & Experience
3–5+ years of experience supporting senior executives and/or managing programs or projects, preferably within a nonprofit or mission-driven organization
Bachelor’s degree preferred; equivalent professional experience considered
Proficiency in Microsoft Office Suite and Google Workspace
Demonstrated experience managing complex, multi-stakeholder projects
Experience with Boardeffect software
Experience with project management tools (e.g., Asana, Trello, Jira, Monday.com)
Experience using Canva or similar design platforms for presentations and communications
Ability to quickly learn new systems and tools
Strong written and verbal communication skills, with comfort interacting with executives, board members, staff, and external partners
Demonstrated ability to manage competing priorities and deadlines in a fast-paced environment
Proven ability to handle confidential and board-level information with integrity
Mission-Driven & Values-Aligned: Motivated by nonprofit work and organizational impact
Proactive Problem Solver: Anticipates needs and takes initiative without constant direction
Detail-Oriented Executor: Maintains accuracy across scheduling, communications, and program documentation
Adaptable & Collaborative: Works effectively across teams and shifting priorities
Ownership & Follow-Through: Takes responsibility and ensures successful completion
Pay $80k - $85k (DOE)
Work Location In person
PEP employees are as important as our residents. Our goal is to ensure both have a positive and rewarding experience during their time with PEP Housing. We value our employees, and we take pride in recognizing their outstanding talents and efforts. We are committed to the delivery of superior quality of services based on a foundation of honesty, integrity, and ethical treatment.
Benefits PEP’s benefits include health/welfare plans (medical, dental, vision, Group Life and AD&D Insurance etc.); 401K plan; work-life benefits (sick time, paid vacation and 22 company holidays); Employee Assistance Program, career development opportunities through mentorships and continuing education programs and a great working environment with professional growth prospects.
401(k)
401(k) matching
Dental insurance
Employee discount
Flexible spending account
Health insurance
Health savings account
Life insurance
Paid time off
Professional development assistance
Vision insurance
We are an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, protected veteran or disabled status, genetic information, or any other protected category. Potential employees must submit to all pre-employment processes, to include DMV, reference and background checks.
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Position Summary The Senior Executive Assistant serves as a strategic partner to the President & CEO, driving the execution of complex initiatives and advancing organizational priorities. Acting as an extension of the President & CEO, this role manages high-level scheduling, communications, and cross-functional coordination to support effective leadership and decision-making.
As a trusted member of the Office of the President & CEO, the Senior Executive Assistant leads and supports key organizational initiatives aligned with the mission. The role also maintains significant engagement with the Board of Directors, overseeing communication, meeting preparation, and follow-up to ensure seamless Board and committee operations.
In addition, this position provides project and administrative support to members of the leadership team, with a focus on special initiatives and high-impact organizational priorities.
Principle Duties And Responsibilities Executive, Leadership & Board Support
Translate executive direction into structured workplans.
Calendar & Priority Management: Strategically manage complex calendars across multiple time zones for the President & CEO and senior leadership; proactively schedule meetings, resolve conflicts, and align schedules with organizational priorities
Email & Communication Support: Screen and prioritize incoming communications; draft, edit, and send correspondence, reports, and presentations on behalf of executive leadership
Travel & Logistics Coordination: Arrange travel, including flights, lodging, transportation, and detailed itineraries
Meeting & Board Support:
Organize and prepare meetings for executive leadership, the Board of Directors, and board committees
Prepare agendas, compile and distribute board packets, and coordinate meeting logistics
Attend board and committee meetings as needed to capture notes and track follow-up action items
Leadership Team Support: Provide administrative and project support to other leadership team members, as assigned, including support for special projects, initiatives, and events
Expense & Records Management: Process expense reports, manage invoices, and maintain organized digital and physical filing systems
Confidentiality & Discretion: Handle sensitive, confidential, and board-level information with professionalism, integrity, and sound judgment
Program & Project Coordination
Program & Project Tracking: Coordinate and track organizational programs and projects using tools such as Asana, Notion, Monday.com, or similar platforms
Timeline & Deliverables Management: Monitor milestones, deadlines, and dependencies to ensure initiatives remain on schedule
Workflow Optimization: Identify risks, bottlenecks, or inefficiencies and proactively recommend solutions
Stakeholder Liaison: Act as a point of contact between leadership, staff, vendors, community partners, and external stakeholders
Documentation & Reporting: Maintain and organize program and project documentation, contracts, status updates, and progress summaries
Special Initiatives: Support ad-hoc initiatives including event planning, board retreats, staff onboarding, research, and mission-critical programs
Visual & Presentation Materials: Assist in creating presentations, reports, and internal or external communications using Canva or similar design platforms, ensuring materials are professional, accessible, and mission-aligned
Education, Skills, & Experience
3–5+ years of experience supporting senior executives and/or managing programs or projects, preferably within a nonprofit or mission-driven organization
Bachelor’s degree preferred; equivalent professional experience considered
Proficiency in Microsoft Office Suite and Google Workspace
Demonstrated experience managing complex, multi-stakeholder projects
Experience with Boardeffect software
Experience with project management tools (e.g., Asana, Trello, Jira, Monday.com)
Experience using Canva or similar design platforms for presentations and communications
Ability to quickly learn new systems and tools
Strong written and verbal communication skills, with comfort interacting with executives, board members, staff, and external partners
Demonstrated ability to manage competing priorities and deadlines in a fast-paced environment
Proven ability to handle confidential and board-level information with integrity
Mission-Driven & Values-Aligned: Motivated by nonprofit work and organizational impact
Proactive Problem Solver: Anticipates needs and takes initiative without constant direction
Detail-Oriented Executor: Maintains accuracy across scheduling, communications, and program documentation
Adaptable & Collaborative: Works effectively across teams and shifting priorities
Ownership & Follow-Through: Takes responsibility and ensures successful completion
Pay $80k - $85k (DOE)
Work Location In person
PEP employees are as important as our residents. Our goal is to ensure both have a positive and rewarding experience during their time with PEP Housing. We value our employees, and we take pride in recognizing their outstanding talents and efforts. We are committed to the delivery of superior quality of services based on a foundation of honesty, integrity, and ethical treatment.
Benefits PEP’s benefits include health/welfare plans (medical, dental, vision, Group Life and AD&D Insurance etc.); 401K plan; work-life benefits (sick time, paid vacation and 22 company holidays); Employee Assistance Program, career development opportunities through mentorships and continuing education programs and a great working environment with professional growth prospects.
401(k)
401(k) matching
Dental insurance
Employee discount
Flexible spending account
Health insurance
Health savings account
Life insurance
Paid time off
Professional development assistance
Vision insurance
We are an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, protected veteran or disabled status, genetic information, or any other protected category. Potential employees must submit to all pre-employment processes, to include DMV, reference and background checks.
#J-18808-Ljbffr