Executive Assistant

Help Protect Napa County from Wildfires!

Looking for a meaningful career that helps protect California communities and landscapes? Nestled among world-renowned vineyards, Michelin-starred dining, luxury spas, and vibrant local communities, Napa County is truly a California treasure. At Napa Firewise, we partner with residents and businesses throughout Napa County to help prepare for and protect families, homes, properties, and businesses from the growing threat of wildfires. If you are passionate about climate resilience and community impact, we invite you to join our mission.

The Executive Assistant (EA) provides high-level, confidential administrative and operational support to the CEO while also serving as a trusted strategic partner to the leadership team. Reporting to the Senior Manager of Communications & Development, the EA develops a broad understanding of organizational operations to help ensure seamless coordination across departments, anticipate leadership needs, and provide proactive support where it is needed most. This role requires exceptional discretion, sound judgment, adaptability, and the ability to manage multiple priorities effectively in a dynamic, fast-paced environment.

About Napa Firewise

We work to reduce wildfire risk in Napa County by providing education, resources, and vegetation management to help communities live more safely.

Learn more by visiting www.napafirewise.org

Review the full job description at www.napafirewise.org/careers

Compensation & Details

• Pay: $36.00 – $38.00 per hour, DOE
• Schedule: Full-time, remote/hybrid with occasional on-site work
• Location Requirement: Candidates must reside in Napa County. The role is largely remote, with occasional in-person participation required for project site visits, meetings, presentations, and events.
• Benefits: Medical, Dental, Vision, Paid Holidays, 401(k), PTO

What You’ll Do

CEO Executive Support

• Manage the CEO’s calendar, meetings, travel, and priorities to maximize focus and efficiency
• Serve as a key point of contact for communications, triaging requests and ensuring timely follow-up
• Prepare agendas, presentations, briefing materials, and reports for executive, board, and external meetings
• Support expense reporting, reimbursements, time tracking, and other administrative tasks
• Represent the CEO professionally with internal and external stakeholders as needed

Leadership Team Support

• Provide administrative support to the leadership team while managing competing priorities with professionalism and discretion
• Coordinate meetings, prepare agendas, schedules, leadership planning sessions, and cross-functional collaboration
• Assist with event planning, logistics, venue coordination, and A/V setup
• Track priorities, deadlines, action items, and follow-ups to help keep teams aligned and accountable
• Take meeting notes and distribute clear summaries, decisions, and next steps

Confidentiality & Special Projects

• Handle sensitive and confidential information with the highest level of discretion
• Support special projects and strategic initiatives led by the CEO and leadership team
• Apply strong judgment and organizational skills in a fast-paced environment

What We’re Looking For

• Bachelor’s degree in business, communications, or related field
• 3+ years of executive support experience
• Proficiency with MS Office 365 (Word, Excel, Outlook, PowerPoint, SharePoint, Teams) and standard administrative tools
• Knowledge of local community needs and dynamics throughout Napa County
• Valid driver’s license, insurance compliant with California requirements, and ability to travel independently to field and meeting sites
• Ability to prioritize, manage multiple projects, and meet deadlines in a fast-paced environment
• Working knowledge of basic business and management principles (planning, coordination, resource allocation)
• Excellent written and verbal communication skills; able to build trust across diverse communities
• Strong organizational, analytical, and problem-solving skills with excellent attention to detail
• Exceptional attention to detail, particularly in scheduling, documentation, communications, and operational support
• Strong interpersonal skills and team-oriented mindset, with willingness to support across departments
• Ability to work independently in remote/hybrid settings with minimal supervision
• Comfortable adapting to changing priorities and dynamic environments
• Able to communicate clearly and listen actively in noisy environments, such as community events or field locations
• Ability to work on a computer for extended periods and attend virtual meetings

Bonus Qualifications

• Nonprofit experience
• Spanish language skills
• Experience with Monday.com or project management tools
• Interest in wildfire prevention, forestry, climate, or environmental work

Work Environment

• Travel to remote and rural sites via dirt roads, steep driveways, and uneven terrain in all weather conditions
• Ride in all-terrain vehicles over rough ground and navigate areas with limited facilities
• Traverse stairs, steep hillsides, and uneven landscapes without guardrails or step systems
• Support field safety monitoring and participate in both in-person and virtual meetings
• Lift and carry up to 30 pounds.

How To Apply

Ready to make a difference where you live? Apply today by sending your resume and cover letter to: ***email_hidden***

The Napa Communities Firewise Foundation is a 501(C)(3) Non-Profit Corporation and is an equal opportunity employer. We welcome candidates from diverse backgrounds to apply.

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance