Executive Assistant, Los Angeles

PEN America, a nonprofit organization that stands at the intersection of literature and human rights, seeks a creative, dynamic, proactive, and detail-oriented Executive Assistant to support the Executive Director (ED), as well as day-to-day and development operations of the PEN America Los Angeles office. This is a full-time position.

The Executive Assistant will work closely with the ED across the entire spectrum of activities of PEN America Los Angeles, with particular emphasis on administration, development, and organizational governance, including close contact with all staff and the LA Committee. This individual will serve as the right-hand person to the ED and plays a critical role in the effective functioning of the office with the wider organization. Additional duties require the assistant to work in tandem with the development officer to support fundraising, including special events, as well as program and event efforts as needed. The successful candidate has a problem-solving mindset, with experience overseeing general office administration and facilities, with some troubleshooting, as well as a proven ability to manage the intern program. The Executive Assistant will have the opportunity to make a critical difference in a fast-paced environment within an organization that is quickly evolving and growing. The position offers opportunities for increased responsibility over time.

Candidates representing diverse backgrounds strongly encouraged to apply.

RESPONSIBILITIES:

  • Maintaining the Executive Director’s calendar and contacts
  • Scheduling and preparing materials for the LA Committee advisory group and requisite follow-up; taking detailed minutes at staff and committee meetings
  • Ability to swiftly produce well-written, impeccably proofread correspondence at high volume, including letters, memos, and agendas, as well as keeping comprehensive files
  • Tracking action items and work plans to ensure initiatives are progressing
  • Conducting research and collecting information to prepare the Executive Director for meetings and speaking engagements
  • Ensuring a well-functioning work environment including office, operations, facilities management, and vendor relations 
  • Interfacing with IT consultants ensuring smooth running of systems
  • Assisting with development administrative needs including, but not limited to, gift processing, drafting gift acknowledgment letters, fundraising event support, preparing briefings for meetings, and prospect or donor research
  • Other duties as assigned

QUALIFICATIONS:

  • Bachelor’s degree required; superb academic credentials are a plus
  • At least one year in a similar assistant role, either in business or with nonprofit organization, supporting a person in a leadership position
  • Meticulous attention to detail with capacity to track and systematize information
  • Strong ability to stay highly organized and multi-task in a fast-paced environment
  • Demonstrated track record for going the extra mile and delivering above and beyond expectations
  • Ability to work quickly and accurately under pressure
  • Independence, good judgment, and diplomatic skills
  • Professionalism and interpersonal skills
  • Exemplary capacity to maintain confidentiality and discretion
  • Excellent oral and written communication skills
  • Experience supporting a board of directors a plus   
  • Interest in literature, human rights, and/or advocacy are a plus
  • Familiarity with Raiser’s Edge or other donor database a plus
  • Bilingual with Spanish a plus

Salary and Benefits: PEN America offers competitive compensation and benefits, commensurate with experience.

To Apply: Please submit a cover letter directly addressing specific requirements for the position as outlined above, a résumé, and the contact information for three references. Please submit the entire application to [email protected] as a single PDF. Please use “Executive Assistant –  Los Angeles” with your name as the subject of your email (e.g., Executive Assistant – LA – Jane Doe). Only complete applications will be reviewed and only shortlisted candidates will be contacted. 

PEN America is an equal opportunity employer that does not discriminate in its hiring practices and, in order to build the strongest possible workforce, actively seeks a diverse applicant pool.

No phone calls, please.