Administrative Partner

Sage Eldercare Solutions-posted 7 days ago
$40 - $40/Yr
Part-time • Mid Level
Hybrid • Burlingame, CA
101-250 employees
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The Administrative Partner plays a critical role in amplifying the impact of Sage’s Executive Director & Owner by providing high-level administrative, operational, and strategic support. This position is ideal for someone who is energized by creating order out of complexity, building systems from scratch, and acting as an extension of senior leadership. You will support the Executive Director by managing her inbox and calendar, drafting communications in her voice, organizing her priorities, and partnering on both tactical and strategic initiatives. As you deepen your understanding of her communication style, preferences, and workflows, you will help her protect her time, streamline decision-making, and maintain focus on the highest-value work. This role is designed to help the Executive Director spend more time doing the work that best aligns with her strengths and passions: client consultations, professional relationship-building, and business development. By taking ownership of operational, administrative, and project-related tasks, the Administrative Partner plays a key role in creating greater clarity, reducing overwhelm, and ultimately contributing to a more sustainable and fulfilling work experience for the Executive Director. This role requires someone who can independently own problem-solving, research, and project management with minimal oversight, bringing strong judgment, initiative, and the ability to move work forward autonomously. This role demands exceptional organization, communication skills, systems thinking, and comfort representing leadership in written and verbal communications with internal and external stakeholders.

  • Manage the Executive Director’s inbox, ensuring all messages are organized, triaged, and addressed appropriately.
  • Draft and send emails, proposals, updates, and other communications in the Executive Director’s voice.
  • Manage calendar scheduling, confirmations, rescheduling, and time-blocking.
  • Maintain task lists, follow-up systems, and reminders to ensure nothing falls through the cracks.
  • Build templates, workflows, and organizational structures that streamline Executive operations.
  • Own problem-solving, research, and project execution with minimal oversight, proactively identifying solutions and driving tasks from initiation to completion.
  • Draft clear, professional, and compelling written communications; must demonstrate strong writing skills and the ability to adapt tone and style to match the Executive Director’s voice.
  • Communicate with internal Sage team members on behalf of the Executive Director to relay updates, clarify expectations, gather information, or provide direction.
  • Coordinate with teams across Home Care, Care Management, Hummingbird, People Ops, and Business Development as needed.
  • Support special projects, research, and preparation of materials for internal and external meetings.
  • Track commitments, deadlines, and next steps across multiple initiatives.
  • Prepare agendas, notes, and follow-up tasks for key leadership meetings.
  • Independently structure project plans, research background information, and develop recommendations to support decision-making.
  • Assist with drafting outreach messages, proposals, follow-ups, and marketing communications.
  • Help maintain a consistent voice and message across external communications.
  • Implement and maintain digital tools, organizational systems, calendars, and automations to improve efficiency.
  • Utilize AI tools to streamline drafting, research, and administrative processes.
  • Develop frameworks that the Executive Director can use repeatedly.
  • Prioritize and manage competing deadlines with speed and accuracy.
  • Adapt to changing priorities and operate effectively in ambiguity.
  • Serve as a trusted thought partner to the Executive Director, helping her maximize time, focus, and strategic capacity.
  • You are energized by building frameworks, systems, and processes that help leaders operate at their highest level.
  • You have 2-4+ years of experience in administrative support, operations, project coordination, or a similar role supporting senior leaders.
  • You have exceptional writing skills and can draft emails, proposals, templates, and messaging in the Executive Director’s voice.
  • You are tech-forward, comfortable using a wide range of software, and quick to learn new tools.
  • You exercise excellent judgment and discretion, especially with confidential information.
  • You thrive in fast-moving environments where priorities shift quickly and require thoughtful prioritization.
  • You can anticipate needs before they arise and act proactively.
  • You communicate clearly and diplomatically with internal team members and external partners.
  • You are resourceful, self-directed, and capable of solving problems with minimal oversight.
  • You are mission-driven and excited to support work that positively impacts the lives of aging adults and their families
  • EA experience or similar experience is a plus.
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