Hybrid Executive Assistant - Special Projects & Events bei Clinica Romero

Position Title: Executive Assistant – Special Projects & Events

Status: Full Time
Department: Executive Office
Reports to:  President & Chief Executive Officer

Position Summary: The Executive Assistant will provide high-level administrative support to the President & CEO, with this being the primary responsibility and top priority of the role. In addition to this core function, the Executive Assistant will be responsible for coordinating special projects, internal and external event planning, and venue management. Serve as a liaison between the President and CEO to the Board of Directors.

EA Responsibilities:

• Assist the CEO in the timely management of all written, telephone, e-mail, social media, and voicemail communication with a variety of constituents.
• Prepare his daily and weekly agenda including pending items to be completed, via email, text one day before, and print as needed.
• Compose internal memos and external correspondence as needed and instructed by President & CEO, track responses and follow up permanently.
• Be responsible for heavy calendar management, requiring deep understanding of prioritization, interaction with both internal and external constituents, including staff, Board of Directors, other social service providers, donors, government officials, etc.
• Monitor CEO’s electronic and "snail" mail and prioritize for his review and follow-up on them when directed.
• Assist CEO with development of materials for presentations.
• Organize and attend all meetings of the Board of Directors, Board committees, and the Executive Staff, and other meetings as needed, take notes, and assist with presentation of materials.
• Monitor monthly Board reports are provided by the team and prepare Board of Directors packets for monthly and a variety of meetings.
• Establish and maintain productive, appropriately professional relationships with internal and external constituents with whom the President & CEO has contact.
• Coordinate and arrange meetings (internal as well as external), prepare agendas, make seminar, travel and lodging reservations, and record and transcribe minutes of meetings.
• Maintain file of all grants and grant applications, programmatic contracts, MOU’s, etc.
• Make contact with outside parties as requested by supervisor.
• Performs customer service functions by answering employee requests and questions.
• Other related projects as assigned duties by President & CEO 

• Provide project management support for CEO-assigned initiatives and cross-departmental efforts. Track project timelines, deliverables, and ensure follow-through with key stakeholders.
• Support internal initiatives including but not limited to wellness campaigns, cultural events, board meetings and retreats and staff engagement projects.
  
  

Event Planning & Coordination (Internal + External)

• Assist in planning and executing key organizational events, including but not limited to:
  
  • Annual Gala/Banquet
  • Staff Meetings and Retreats
  • Annual Staff Holiday Celebration
  • Events organized by the Internal Affairs Committee
    
    

LA Celebrations Venue Support (Lead Planner & Point of Contact)

• Serve as the primary point of contact for all LA Celebrations inquiries, bookings, event coordination and external venue promotion opportunities.
  
• Conduct initial client consultations and venue tours to assess event needs and propose solutions.
  
• Create and manage event timelines, task checklists, and vendor schedules for each booking.
  
• Coordinate walk-throughs and planning meetings with clients, vendors, and staff.
  
• Coordinate event set-up and breakdown, ensuring alignment with client expectations and venue guidelines.
  
• Maintain an up-to-date preferred vendor directory and build long-term relationships with trusted providers (catering, AV, décor, security, etc.).
  
• Manage client contracts and coordinate with Finance on billing reports and reconciliation.
  
• Lead post-event follow-up, including client satisfaction surveys and internal debriefs.
  
• Provide a monthly LA Celebrations Events & Finance Report to the CEO, highlighting:
  
  • Hosted and upcoming events
    
  • New client leads and pending inquiries
    
  • Revenue and forecasting updates
    
    
• Maintain the LA Celebrations Events Master Calendar and ensure event timelines are visible to all internal teams.
  
• Keep the LA Celebrations Events Master Binder current, including contracts, floorplans, permits, insurance certificates, and run-of-show documents.
  
• Collaborate with Marketing & Communications to execute seasonal campaigns, open house events, social media promotion and marketing materials. 

• Maintain on-going communication with Penelope Designs owner for event bookings and planning. Conduct monthly meetings.

Cross-functional Collaboration

• Work closely with the Communications & Marketing team for materials, branded events and promotions.
  
• Liaise with the Finance team for budget tracking, invoicing, and financial reporting.
  
• Work closely with Penelope Designs, Parking Services, Facilities, Security, and Operations to ensure logistics and event safety. Serve as a bridge between venue clients and internal departments for seamless coordination.
  
  

Qualifications & Skills:

• Minimum 3–5 years’ experience in executive support, project coordination, or event planning.
  
• Strong organizational and time-management skills with attention to detail.
  
• Excellent communication and client service skills. Bilingual (English/Spanish) strongly preferred.
• Proven ability to manage multiple priorities and deadlines.
  
• Experience managing events from conception to execution, ideally in a nonprofit or venue setting.
  
• Proficiency in Microsoft Office, Google Workspace, Canva, and event management software preferred.

Performance Metrics for events:

• High satisfaction scores from internal and external event stakeholders.
  
• Accurate and timely reporting of LA Celebrations activities and finances.
  
• Growth in venue bookings and positive client feedback.
  
• Up-to-date calendars, systems, and venue readiness standards are maintained.