Executive Assistant in Santa Ana, California at Illumination Foundation

“Every person deserves compassion, dignity, and the safety of a place to call home.”

Homelessness is the largest social and public health crisis in California. Illumination Foundation (IF) is a growing non-profit organization dedicated towards disrupting the cycle of homelessness by providing targeted, interdisciplinary services in our recuperative care centers, emergency shelters, housing services and children's and family programs. IF currently has 13+ facilities with 22+ micro-communities scattered across Orange County, Los Angeles County and the Inland Empire.

Role

The Executive Assistant to the CEO provides high-level administrative, operational, and strategic support to the Chief Executive Officer. This role requires exceptional organizational skills, professionalism, discretion, and the ability to manage multiple priorities in a fast-paced environment.

The Executive Assistant plays a critical role in supporting executive leadership, coordinating Board and committee activities, managing communications, and ensuring the efficient operation of the CEO’s office.

The salary range offered is between $70,000 - $80,000, depending on experience. Schedule: Monday - Friday, 8:00AM - 4:30PM, with occasional evenings and weekends.

Responsibilities

Executive Support

• Manage and prioritize the CEO’s calendar, scheduling internal and external meetings, travel, and events.

• Coordinate and prepare materials for meetings, presentations, speaking engagements, and strategic initiatives.

• Draft, edit, and manage correspondence, reports, presentations, and communications on behalf of the CEO.

• Serve as a trusted partner to the CEO by anticipating needs, tracking priorities, and ensuring timely follow-up on action items.

• Handle confidential and sensitive information with the highest level of discretion and professionalism.

• Support special projects and organizational initiatives as assigned.

Board of Directors & Committee Coordination

• Coordinate Board and committee meetings, including scheduling, logistics, agendas, and meeting materials.
• Prepare and distribute Board packets and supporting documentation.

• Record and maintain accurate meeting minutes and governance-related documentation.

• Track follow-up items, deadlines, and meeting action items.

• Work closely with Board members, committee leadership, and executive leadership team members to support organizational priorities.

• Support executive leadership meetings and organizational planning activities.

• Assist with event coordination, donor meetings, leadership retreats, and executive functions.

• Maintain organized electronic and physical filing systems.

• Manage expense reports, invoices, contracts, and other administrative processes.

• Help improve internal systems, workflows, and operational efficiencies.

Expectations

• We uphold the values of Community, Action, Respect, and empowerment in all aspects of our work. 

• Community 
  We lead with the vision of a strengthened and compassionate community for all. By embodying collective care, we serve as an example of what is possible when we come together. 

• Action 
  Our “whatever it takes” mindset drives us forward. We take initiative, step in where others have stepped out, and create solutions when none exist. 

• Respect 
  We deeply value the dignity and uniqueness of every individual we serve. We honor their stories, their journeys, and their right to be seen and heard. 

• Empowerment 
  We heal—always. Our work enables clients to grow stronger in health, confidence, and belief in their potential as they move forward on their life journey. 

Preferred Experience/Minimum Qualifications

• Bachelor’s degree preferred or equivalent experience.

• Minimum 5+ years of executive administrative support experience, preferably supporting a CEO or executive leadership team.

• Experience in nonprofit, healthcare, social services, or mission-driven organizations preferred.

• Exceptional written and verbal communication skills.

• Strong organizational and project management abilities with keen attention to detail.

• Ability to work independently, exercise sound judgment, and maintain confidentiality.

• Advanced proficiency in Microsoft Office Suite, Google Workspace, Zoom, and board management platforms.
• ​​​​​​​Ability to thrive in a fast-paced, mission driven environment with changing priorities.

Benefits

• Medical Insurance funded up to 91% by Illumination Foundation (Options: Kaiser and Blue Shield)
• Dental and Vision Insurance
• Life, AD&D and LTD Insurance funded 100% by Illumination Foundation
• Employee Assistance Program
• Professional Development Reimbursement
• 401K with Company Matching
• 15 days vacation PTO/year (increases after 3 years employment)
• 6 days sick PTO/year
• 10 days holiday PTO/year