Job Description

Executive Assistant

Work Location: Anaheim, CA

Pay Range: $28.16- $35.00/hour, commensurate with experience.

Term: Full-time, 40 hours per week. Occasional evenings and weekends required.

Position Status: Non-exempt

Reports to: Executive Director/CEO

Requirements: Requires some travel (vehicle, insurance, and driver's license required).

Generous Benefits: 100% employer-paid medical and dental insurance for employees & dependents, 3% retirement matching contribution, 12 vacation days, 10 sick days and 12 holidays. Hybrid work schedule utilized temporarily with three days in office and two days remote work.

About Us: Join the largest American Muslim civil rights organization at the frontlines in protecting the rights of free speech, to freely practice one's faith, to pursue employment opportunities without harassment, and to live as an active and engaged American without reprisal. The Council on American-Islamic Relations, California (CAIR-CA) is a nonprofit 501(c)(3), grassroots civil rights and advocacy group. In addition to civil rights and advocacy, CAIR-CA aims to increase access to and provide culturally competent immigration legal services to refugees, asylum seekers, and the immigrant community in California. We recognize that our employees are passionate, and talented and are our most valuable resource. With such an important vision to be a leading advocate for justice and mutual understanding, our diverse workforce stands together to demonstrate our values for everyone who chooses to join the efforts.

About the Role: The Executive Assistant will report directly to the Executive Director/CEO. This person is highly self-motivated, exceptionally organized, and demonstrates excellent oral and written communication skills. The Executive Assistant works closely with the Executive Director/CEO to ensure the successful oversight of CAIR-CA and CAIR-LA departments, statewide initiatives led by the CAIR-LA office, and organizational growth and goals.

Duties and Responsibilities

Administrative Support

• Manage and prioritize the Executive Director/CEO's calendar, schedule meetings, and prepare necessary briefing materials.
• Attend relevant meetings including routine management meetings, take detailed minutes, and follow up on action items to ensure timely completion.
• Handle correspondence, draft documents, process paperwork, and maintain both digital and paper files.
• Coordinate and arrange travel, itineraries, and expense reports.
• Prepare reports, presentations, and other materials with accuracy and attention to detail.

Board & Stakeholder Relations

• Serve as a liaison between the Executive Director/CEO and the Board of Directors.
• Manage logistics for Board and committee meetings, including agendas, materials, and minute-taking.
• Assist with Board retreats and maintain accurate Board records.
• Act as a point of contact for donors, funders, community partners, and the public.

Project & Event Management

• Assist in planning and executing organizational events, meetings, and conferences.
• Track project timelines, deliverables, and budgets to ensure timely completion.
• Manage or support special projects and interdepartmental initiatives assigned by the Executive Director/CEO.
• Provide direction to interns and volunteers to ensure alignment with organizational priorities.

Strategic & Communication Support

• Assist with strategic planning processes by gathering data, conducting research, facilitating meetings, and documenting progress.
• Draft, proofread, and edit correspondence, presentations, and reports.
• Respond to inquiries and communicate on behalf of the Executive Director/CEO, exercising judgment and discretion as appropriate.
• Support the Executive Director/CEO's external relations by preparing talking points, background research, and materials on policy issues, community needs, or potential funding sources.

Other duties as assigned, dependent on organizational needs and employee skills. All CAIR staff are required to assist in general duties such as answering phones, weekly outreach, fundraising, and other office tasks.

Required Qualifications

• A minimum of three years in a senior administrative or executive assistant role.
• Working knowledge of Microsoft Office.
• Meticulous attention to detail in all aspects of administrative support.
• Demonstrated ability to plan, coordinate, and manage projects from initiation to completion.
• Ability to meet deadlines and manage multiple projects with limited time.
• Excellent oral and written communication to interface with community leaders, volunteers, donors, and colleagues in a professional and effective manner.
• Experience with and proficiency in public speaking before diverse audiences.
• A strong commitment to civil rights and CAIR's mission.

Preferred Qualifications

• Experience working in Adobe Acrobat, Asana, and Canva.
• Experience working with the American Muslim community.
• Experience working with non-profit organizations.

To Apply

Please submit (1) a cover letter discussing your interest in the position, (2) your resume, and (3) the names and contact information of three references. CAIR-CA is an equal opportunity employer.

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