Remote Legal Assistant Jobs in Santa Rosa, CA (NOW HIRING)

Join us to keep the residents of Napa County safe from wildfires!

Are you looking for a career that shares your passion to help protect our beautiful California lands?  Napa County is a California gem with famous vineyards, celebrated Michelin star restaurants, spas and thousands of residents who call this beautiful “land, our home”.  Napa Firewise works in supporting Napa County residents to prepare and protect their families, property, and/or businesses from wildfires.  If you are concerned with the impacts of climate change, then our mission is a mutually shared passion.

The Executive Assistant (EA) provides high‐level, confidential administrative and operational support to the CEO while also serves as a strategic partner for the full leadership team. Reporting to the Senior Manager of Communications & Development, the EA develops a working understanding of all organizational functions, enabling them to integrate smoothly across teams, anticipate leadership needs, and provide responsive support where it is most impactful. This position requires exceptional discretion, sound judgment, flexibility, and the ability to balance competing priorities in a fast‐paced environment. 

About Napa Firewise:

We are committed to reducing hazards from wildfire to protect Napa County communities by providing information, education, and vegetation thinning so residents and visitors can live more safely.  Our projects greatly benefit wildfire suppression access and response, while mitigating the impacts of environmental resources throughout Napa County. 

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, depending on experience
• Schedule: Full-time, remote/hybrid with occasional on-site work
• Location Requirement: Must reside in Napa County. This position enables the employee to work remotely, but is required to occasionally visit project sites and attend events, presentations, and in-person meetings.
• Benefits:  Medical, Dental, Vision, Paid Holidays, 401(k), Paid Time Off

What You Will Do:

CEO Executive Support

• Manage and maintain the CEO’s calendar, including scheduling, prioritizing, confirming logistics, booking travel, and protecting focus time for high-impact work.
• Understand CEO’s priorities and support priority functions as needed.
• Serve as a trusted gatekeeper for CEO communications: triage incoming requests, draft or respond to routine messages, and ensure timely follow-through.
• Prepare meeting materials for the CEO (agendas, briefing notes, talking points, background documents) and ensure the CEO is fully prepared for internal and external engagements.
• Conduct research, compile data, and prepare presentations for executive, board-level, and public viewing.
• Assist with the preparation of expense reports, reimbursements, time tracking and small projects related to time and expense management
• Represent the CEO professionally when requested—liaise with individuals, partners, and stakeholders to gather information, relay decisions, and facilitate next steps.

Leadership Support

• Provide direct administrative support to the full leadership team, balancing competing priorities with strong judgment, diplomacy, and clarity on urgency/importance.
• Assist with events planning and set-up venue selection, reservations, logistics, A/V etc
• Coordinate leadership team calendars to enable efficient cross-department collaboration, including recurring leadership meetings, planning sessions, and time-sensitive approvals.
• Build and maintain a working understanding of each department’s priorities so you can anticipate needs, reduce friction, and seamlessly shift support where workload is highest.
• Create consistent rhythms for leadership (weekly priorities, deliverable tracking, key dates) and proactively flag deadlines and potential risks.
• Assist with agenda development, take accurate meeting minutes when requested; document decisions, action items, owners, and deadlines, and distribute follow-ups promptly.

Confidential Information & Special Projects

• Always maintain strict confidentiality and discretion, handling sensitive information (personnel, financial, legal, strategic, and partner communications) with exceptional care.
• Apply strong privacy practices when working with personally identifiable information (PII) and sensitive records.
• Use sound judgment regarding what to share, with whom, and when—escalating issues appropriately and documenting decisions securely.
• Coordinate and support special projects assigned by the CEO or leadership team.

What You Bring:

• Bachelor’s degree in business, communications, or other relevant fields
• 3+ years of experience in a related executive support role
• Proficiency with standard administrative workplace tools: email, calendars/scheduling/Teams meetings, word processing, file management, etc.
• Knowledge of local community needs and dynamics throughout Napa County
• Ability to travel to project sites and meetings as needed, including driving to and from locations and meeting sites independently.
• Valid driver’s license; able to drive to projects and meeting sites; must be insured under CA vehicle insurance requirements
• Proficiency with the Microsoft Office 365 suite, including Word, Excel, SharePoint, Outlook, and PowerPoint.
• Strong analytical, problem-solving, and critical-thinking skills, supported by active listening and clear, effective communication.
• Demonstrated ability to prioritize work, manage multiple projects, and meet deadlines while aligning efforts with organizational and leadership objectives.
• Working knowledge of business and management principles, including strategic planning, resource allocation, and coordination of people and processes.
• Excellent interpersonal and communication skills, with the ability to engage and build trust with individuals from diverse backgrounds and represent the organization professionally.
• Exceptional attention to detail, particularly in scheduling, documentation, communications, and operational support.
• Strong team orientation, with a demonstrated willingness to assist across departments
• Ability to work independently and effectively with minimal supervision in a remote or hybrid work environment.
• Comfortable operating in a fast‐paced, dynamic, and sometimes unpredictable environment, adapting quickly to changing priorities.
• Able to perform work and attend virtual meetings on a computer for sustained periods of time.
• Able to communicate clearly and listen actively in noisy environments, such as community events or field locations.
• Able to work with minimal supervision in a remote environment or as part of a team.
• Ability to manage multiple projects, meet deadlines, and work independently

Nice to Have (Not Required)

• Experience with Monday.com or other project tracking applications
• Experience working in forest management and wildfire prevention
• Spanish language proficiency
• Experience working in a nonprofit organization
• Interest or experience in wildfire, climate, or environmental work

Work Environment

• Able to travel long distances to visit sites located on dirt roads, steep driveways, and on rough terrain in various locations within the service area, including rural and remote areas. 
• Able to ride along with field staff on bumpy terrain using all-terrain vehicles, including the ability to traverse uneven terrain in all weather conditions.
• Able to navigate and work in remote areas with limited access to facilities.
• Able to navigate stairs and steep hillsides with no steps or guardrails.
• Ability to monitor safety in field environments and participate in both virtual and in-person meetings.
• Able to lift and carry up to 30 pounds.

How To Apply

Please submit your resume and cover letter.

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.