Executive Assistant

Executive Assistant# Executive AssistantVOASWC
- San Diego, CA 92108## OverviewSalary Range$25.00
- $35.00 HourlyPosition TypeFull TimeCategoryAdmin
- Clerical## Description

About Us
For nearly 120 years, Volunteers of America has been the charity to step forward and help the most vulnerable in communities across the United States. Volunteers of America, Southwest inspires hope through its ministry of service by providing individuals and families with the tools they need to improve their quality of life. We operate twenty-eight human service programs in the areas of education and social development of young children, treatment and rehabilitation, housing, veterans and aging services. Each year, more than 16,000 lives are changed through our services. Our programs are located in San Diego, Imperial, Riverside and San Bernardino Counties. To learn more, visit us online at www.voasw.org. # Position SummaryThe Executive Assistant’s primary duties include accounts payable and finance administrative support, reception and front-desk coverage, event coordination, Board of Directors administrative support, and daily office support to maintain a welcoming, organized, and efficient workplace. Reporting to the Chief Executive Officer (CEO), the role provides high-level administrative, logistical, and confidential support to the CEO and additional administrative support to the Chief Financial Officer (CFO) and Chief Operating Officer (COO). The Executive Assistant coordinates executive schedules, communications, meetings, and follow-up; serves as a professional liaison to the Board of Directors, national Volunteers of America partners, and external stakeholders; and works with executive, functional, and site leaders across a matrix organization with locations in San Diego, San Bernardino, and El Centro. Success in this role requires sound judgment, discretion, initiative, and the ability to balance competing priorities accurately and professionally.# Essential Duties
* Accounts Payable & Finance Administrative Support + Invoice Intake & Routing: Receive invoices from vendors, mail, email, Bill.com, and internal departments. Review for completeness and route invoices through the appropriate approval and Accounts Payable workflow. + Bill.com Support: Upload invoices and supporting documents, monitor approval workflows status, and help obtain secure missing documents or approvals. + Invoice Tracking & Follow-up: Check that invoice packages contain required documentation and other necessary information. Follow up on outstanding or incomplete items to ensure timely processing. + Vendor Support: Coordinate the collection and maintenance of vendor documentation, assist with vendor onboarding requirements, and respond to or route routine vendor inquiries. + Deposits: Receive checks and other payments, prepare deposit records and packages, and deliver or transmit deposits according to accounting procedures and internal controls. + Financial Confidentiality: Safeguard invoices, checks, banking information, vendor records, employee information, and other financial documents. + Internal Controls: Follow financial policies, approval requirements, record-retention procedures, and segregation-of-duties controls.
* Reception and front-desk services: Serve as the primary receptionist and first point of contact for visitors and callers. Greet and direct visitors, notify appropriate staff of arrivals, follow established visitor sign-in and access procedures, answer and route incoming calls, take accurate messages, and respond to routine inquiries professionally. Maintain an orderly, welcoming reception area and coordinate front-desk coverage during breaks, absences, and other assigned activities.
* General office support: Receive, sort, and distribute mail and deliveries; prepare outgoing mail and shipments; monitor and replenish office supplies within established purchasing procedures; and perform copying, scanning, filing, data entry, and routine document preparation. Coordinate shared meeting-room calendars, help keep common office areas organized and stocked, and report or coordinate routine office equipment and maintenance needs with appropriate staff or vendors.
* Executive scheduling and travel: Manage the CEO’s calendar, meeting priorities, travel arrangements, correspondence, and time-sensitive follow-up. Coordinate calendars, travel, and administrative support for the CFO and COO as assigned.
* Board and committee administration: Coordinate meeting schedules, notices, agendas, materials, minutes, action items, and secure records in partnership with leadership.
* Stakeholder communications: Serve as a responsive, professional point of contact for Board members, national Volunteers of America colleagues, community partners, donors, and internal leaders.
* Executive materials: Prepare, format, and proofread presentations, briefing materials, reports, correspondence, and other