Executive Assistant & Special Projects Coordinator

About The Giving List Women

Position Overview

Key Responsibilities

• Provide day-to-day executive support to the CEO, including scheduling, meeting preparation, follow-up and priority tracking.
• Attend internal and external meetings and calls alongside the CEO, capturing clear notes, decisions, action items, owners, and deadlines.
• Draft and organize follow-up emails, meeting summaries, outreach notes, and other written materials
• Maintain systems that track relationships, open conversations, partner follow-up, donor touchpoints, and event-related next steps
• Coordinate logistics for meetings, events, and special projects, including travel, invitations, guest lists, materials, timelines, and day-of-details
• Help keep priorities moving across The Giving List Women Book, Summit, Doing It Differently Dinners, and related programming
• Support relationship management with partners, donors, nonprofit leaders, and other stakeholders
• Anticipate needs, flag gaps, and help ensure that conversations turn into timely, thoughtful action
• Support other executives and additional strategic initiatives and special projects as needed

Qualifications

• Exceptional organizational and time management skills
• Strong verbal communication abilities
• Strong writing skills, with the ability to draft polished emails, summaries, and follow-up notes in the voice of the organization.
• Solutions-oriented thinker
• Highly proactive with the ability to anticipate needs and solve problems independently
• Professional, polished, and detail-oriented
• Comfortable managing multiple priorities simultaneously
• Experience supporting executives, founders, or senior leadership preferred
• Proficiency with Google Workspace, Zoom, and basic spreadsheet/document systems required. Familiarity with Eventbrite, CRM, Adobe Acrobat, or similar tools is a plus
• Interest in philanthropy, women’s leadership, social impact, or nonprofit work is a plus
• Sound judgement and discretion when handling sensitive conversations, relationships, and information

Ideal Candidate

• The ideal candidate is someone who:
• Keep track of details without losing sight of the bigger picture
• Can sit in a meeting, quickly understand what matters, and turn the conversation into clear next steps
• Follows through without needing to be chased
• Communicates clearly, warmly, and professionally with high-level stakeholders
• Is resourceful and solutions-oriented when plans change
• Enjoys supporting a visionary leader and helping translate ideas into execution
• Brings good judgement, discretion, and emotional intelligence to every interaction

Compensation and Position Details

• $65,000-85,000 annual salary
• Full time, 40 hours per week
• Flexible schedule with availability during standard business hours
• Office-based role in Santa Barbara, California preferred. Candidates from other locations may be considered.
• Reports directly to the CEO
• Expected start date: August, 2026

To Apply

• Please submit the following to admin@givinglistwomen.org with “Executive Assistant & Special Projects Coordinator” in the subject line:
• Your resume (up to 2 pages in length)
• A paragraph outlining your interest and relevant experience (400 word limit)
• Preferred salary
• A brief writing sample is optional but encouraged
• The Giving List Women is committed to building an inclusive and equitable community and encourages candidates from diverse backgrounds and experiences to apply.