Executive Assistant I (85325)

HomeFirst • San Jose, CA

2d • Hybrid

About The Position

The Executive Assistant provides high-level strategic and administrative support primarily to the Chief Development & Marketing Officer (CDMO), while also supporting the Chief Human Resources Officer (CHRO) on select priorities. This role serves as a trusted partner responsible for maximizing executive effectiveness through sophisticated calendar management, inbox and communication coordination, project support, meeting logistics, and relationship management. This position is ideal for a highly organized, proactive, and detail-oriented professional who thrives in a fast-paced environment, exercises strong judgment, and manages sensitive information with exceptional discretion. The Executive Assistant will play a vital role in supporting fundraising, marketing, communications, People Services, and executive coordination.

Requirements

• 4–6+ years of experience as an executive assistant or senior administrative professional supporting senior leaders
• Exceptional organizational and project management skills
• Advanced calendar and email management capabilities
• Strong written and verbal communication skills with excellent grammar
• Advanced competency with Microsoft Office, Adobe, Zoom, and Asana
• Strong judgment and ability to manage confidential information
• Ability to work autonomously, anticipate needs, and proactively solve problems
• Strong interpersonal skills and ability to build relationships internally and externally
• Ability to meet deadlines in a fast-paced, quickly changing environment
• Ability to lift up to 20 lbs occasionally
• Flexibility to occasionally support events outside traditional office hours

Nice To Haves

• Experience supporting fundraising, development, marketing, HR, or nonprofit leadership strongly preferred

Responsibilities

• Manage a highly active and complex executive calendar, including donor meetings, campaign planning, board committee meetings, community events, and internal leadership meetings
• Coordinate scheduling with internal stakeholders, external partners, board members, donors, and community leaders
• Monitor, prioritize, and assist with email management, including drafting and editing correspondence, flagging urgent matters, and ensuring timely follow-up
• Prepare presentations, reports, donor materials, agendas, briefing documents, and executive communications
• Support development and marketing initiatives through project coordination, deadline tracking, and logistics management
• Assist with planning and execution of agency events, fundraising events, donor stewardship activities, and executive appearances
• Coordinate travel arrangements, expense reports, reimbursements, and related logistics
• Support board committee administration and materials preparation as assigned
• Serve as a representative of the CDMO and HomeFirst with professionalism, hospitality, and discretion
• Coordinate CHRO calendar and scheduling for leadership meetings, interviews, employee relations meetings, and strategic initiatives
• Assist with preparation of HR presentations, People Services materials, and internal communications
• Support scheduling and logistics for recruiting, talent development, and agency culture initiatives
• Assist with confidential administrative tasks and strategic project coordination for People Services
• Organize and facilitate meetings, including scheduling, reminders, conference room logistics, virtual meeting support, and catering when appropriate
• Draft memos, internal communications, and executive correspondence
• Track projects, deadlines, deliverables, and action items across executive priorities
• Support planning and logistics for internal staff events, executive meetings, and cross-department initiatives
• Build collaborative relationships across departments to improve workflow and operational efficiency
• Maintain high confidentiality across donor, personnel, organizational, and strategic matters
• Model the values and principles of HomeFirst within the agency and broader community
• Navigate competing priorities with professionalism, adaptability, and strong business acumen
• Balance urgency with kindness, passion, and excellence
• Work effectively with people from a variety of social, economic, and cultural backgrounds
• Serve as a trusted ambassador for executive leadership and HomeFirst’s mission

Benefits

• 100% employer-paid medical, dental, and vision coverage
• Chiropractic care
• Mental health support
• Pet insurance
• Employee Assistance Program
• 401(k)-retirement plan with generous matching
• Life and disability insurance
• Flexible spending accounts
• Commuter benefits
• Workers’ compensation
• 12 holidays
• Sick leave
• PTO starting at 15 days annually, increasing with tenure
• 8 hours of civic engagement leave annually to volunteer

What This Job Offers

• Job Type: Full-time
• Career Level: Executive
• Education Level: High school or GED