Executive Assistant II

EAH Housing•San Rafael, CA

11h•$80,000 - $130,000•Hybrid

About The Position

Provides highly specialized executive support to the Chief Financial Officer (CFO). Partners closely with department heads and project teams to translate CFO priorities into scoped workplans, timelines, and delivered outcomes. Acts as a strategic liaison across all EAH departments. Functions as back‑up to Chief of Staff during planned or unplanned coverage periods to maintain continuity of executive rhythms and governance cycles. Understands and supports the EAH Housing mission and core values.

Requirements

Bachelor’s degree, or equivalent combination of education and experience; PMP or CAPM preferred.
Five years of administrative support.
Two years of executive‑level administrative support (e.g., CEO, CFO, COO, or SVP).
Two years project management, leading or coordinating cross‑functional projects or programs.

Nice To Haves

PMP or CAPM preferred.

Responsibilities

Organizes and prioritizes critical issues and required information for the CFO to facilitate efficient decision making and implementation, flags critical items and routes items to appropriate leaders for handling.
Assesses inquiries directed to the CFO, determines proper course of action, and delegates to the appropriate individual to manage.
May represent the CFO by email, phone, or in meetings with internal and external stakeholders (auditors, lenders, insurers, donors/partners) as directed.
Builds cross‑functional internal relationships, representing the Office of the CFO; partners closely with other administrative staff supporting C‑level, VP, and Director leaders to increase efficiency and define operational strategies.
Maintains a thorough understanding of organizational goals and financial priorities; supports Executive Team on optimizing work and information flow and meeting effectiveness; tracks Finance KPIs.
Advises and assists the CFO in effective decision‑making, project management, and execution of strategic initiatives; manages and tracks finance initiatives across the organization; provides analytical support as needed.
Tracks and highlights deliverables from Finance and cross‑functional leaders; follows up to ensure action closure and escalates as directed by the CFO in relation to shifting priorities.
Works with Communications and Finance leadership to facilitate internal and external communications; prepares finance related content for Board materials, audit/finance committees, lender and investor meetings, executive off‑sites, and similar events.
Leads or partners on special projects driven by the CFO across Finance, Accounting, Treasury, Insurance/Risk, Enterprise Resource Planning (ERP)/financial systems, and development/asset management workstreams.
Takes calls and attends meetings on behalf of the CFO; captures notes, decisions, and action items; drafts first versions of proposals, emails, and letters; provides administrative support including complex calendar management, travel, and correspondence.
Prepares the CFO for meetings and presentations; assembles briefing materials; creates agendas; ensures readiness for upcoming commitments and responsibilities.
Prepares or coordinates transcription/production of correspondence, memos, legal and other documents, spreadsheets, and presentations; maintains the CFO’s files and knowledge repositories.
Schedules appointments, meetings, retreats, and conference calls for the CFO and finance‑related groups; manages logistics (calendaring, rooms, technology, refreshments) and follows up on action items.
Supports Board, Audit, and Finance Committee cycles as directed (packet timelines, materials, minutes, and action tracking) in coordination with the Office of the President.
Establishes and runs a PMO cadence for finance initiatives, including project charters, scope statements, schedules, RAID (Risks, Assumptions, Issues, Dependencies), RACI (Responsible, Accountable, Consulted, and Informed), dashboards, and change control.
Maintains project tools and artifacts (status reports, decision logs, dependency maps) and facilitates regular stand‑ups and stakeholder updates.
Serves as back‑up to the CEO’s Chief of Staff during planned/unplanned coverage, owning ELT/SLT and Board/Committee meeting rhythms, agendas, materials, minutes, and action closure.
Coordinates with IT/IS and Operations to ensure appropriate technology is leveraged for execution (SharePoint/OneDrive, Teams, Microsoft Power BI, Smartsheet, Asana, MS Project as applicable).
Actively participates in mandatory trainings.
Regular and predictable attendance.
Other duties as assigned.

Benefits

We offer a comprehensive benefits package that includes medical, dental, vision, disability and life insurance, as well as a 403(b) retirement plan with a 5% match.
We also offer generous vacation accrual, holiday schedule, and work schedule flexibility.
15 days of vacation per year (which increases based on years of service)
10 paid sick days per year
13 paid holidays
Flexible Start Times (REM Onsite Positions)
Competitive Salaries
403b Retirement Plan with a match to every dollar you save for retirement, up to 5% of your pay
Go 365 Wellness Program
Comprehensive Employee Medical Insurance
Affordable Dental & Vision Insurance
Flexible Spending Account
EAP – Mental Health, Financial and Legal Services
$1,500 Employee Referral Program
EAH University, an in-house training program