Executive Administrator

Gladstone Companies • San Francisco, CA

4d • $94,000 - $110,000 • Hybrid

About The Position

The Executive Administrator (EA) within Gladstone’s Philanthropy team provides high-level executive support for the VP of Philanthropy and oversees the workflow management system for frontline fundraisers and development operations. It is a hybrid position that requires frequent on-site work. The EA supports the Vice President, President, Directors, and Foundation Board members in executing fundraising and engagement strategies.

Requirements

• 5+ years administrative experience, including 2 years of executive administrative support, or transferable skills.
• Non traditional candidates are encouraged to apply.
• BA/BS preferred
• Strong interpersonal, verbal, and written communications skills
• Flexible and creative thinking with the ability to handle multiple tasks simultaneously with high attention to detail
• Demonstrated ability to design and implement a workflow management system, maintain data, and support institutional leadership
• Experience working in a high-visibility setting requiring professional etiquette, grace under pressure, and problem-solving
• Proficient with Microsoft Office suite (Word, Excel, PowerPoint) and Google Suite.

Nice To Haves

• Experience working in a philanthropy/development department preferred
• Familiarity with CRM systems (Raiser’s Edge, Salesforce, etc.) and project management software (Asana, Slack, etc.) preferred

Responsibilities

• Implement and improve the philanthropy team’s workflow management system.
• Provide reliable high-level administrative support to the VP of Philanthropy, including meeting preparation, complex calendaring, agendas, note-taking during meetings, follow up, tracking of action items, and data entry.
• Lead the administrative support of on-site donor meetings including logistics, communication, and follow up.
• Support the activities of the Foundation Board, including communications, event planning, onboarding, and coordinating with external and internal stakeholders.
• Maintain donor data for principal gifts and presidential prospects within the fundraising database.
• Build and prepare dashboard reports of key performance indicators.
• Serve as liaison between Philanthropy and other Gladstone administrative teams and external vendors.
• Manage the department’s expenses, ensuring accurate allocation and timely processing of invoices, purchase orders, and reimbursements.
• Perform other duties as assigned.

Benefits

• Competitive salaries
• Comprehensive benefits
• Generous medical, dental, vision, retirement plan, paid vacation, commuter benefits, access to free shuttle transportation.

What This Job Offers

• Job Type: Full-time
• Career Level: Executive
• Education Level: Associate degree