Executive Assistant, Operations

San Francisco Foundation•San Francisco, CA

2d•$50•Hybrid

About The Position

The Executive Assistant is responsible for assisting staff with semi-routine and semi-complex administrative or functional activities. May draft correspondence and prepare meeting summaries. Supports senior level leaders and their teams in calendaring, small project management, note taking, invoice processing, organizing events and ensuring overall efficiency of departmental operations. The Executive Assistant provides direct support to the Chief Operating Officer and supports the VP of Human Resources and Administration, Sr Director Technology and Director, Grants Administration.

Requirements

3+ years of relevant experience.
Ability to manage sensitive matters with a high level of confidentiality and discretion.
Demonstrated success with managing administrative projects and multiple competing tasks on a tight deadline.
Demonstrated tact and diplomacy in interacting with others and good judgment in diverse situations.
Highly organized with good decision making and time management skills.
Strong written and verbal communication, administrative and organizational skills, good active listening skills, and attention to detail.
Intermediate to advanced computer/software skills, including Microsoft 365 (Outlook, Word, PowerPoint, Excel, & Teams) and Zoom.
Ability to learn, navigate and manage online platforms, including Fluxx, Qlik Sense, Smartsheet, Salesforce, Blackbaud, and Power Plan.
Ability to travel locally, as needed.
Employees must reside or plan to relocate within the San Francisco Bay Area.

Nice To Haves

Experience working with boards or other governing entities a plus.
Experience providing support to multiple c-suite executives or directors a plus.

Responsibilities

Provides daily assistance to the COO including complex calendar management, communication with internal and external constituents, administrative support, and various tasks and projects as needed.
Provides daily assistance to the other ops leaders including complex calendar management, communication with internal and external constituents, administrative support, and various tasks and projects as needed.
Collaborates with the COO and board chair to support functions of the board and committees.
Prioritize and coordinate schedules of select leaders across teams and act as a gatekeeper with internal and external stakeholders.
Support adding key events to the SFF calendar.
Manage logistics and ensure compliance with processing expenses and travel, manage vendor and contractor payments.
Draft memos, presentations, reports, and support in drafting policies.
Assist with tracking deliverables and deadlines for small departmental projects.
Execute conflict of interest process in alignment with organizational procedures.
Contribute as a thought partner to the COO.
Serve as point of contact for internal and external stakeholders.
Serve as lead Bridge support for Ops team.
Serve as support for new hires in Operations.
May assist with systems integration, usage and training of key staff in department.
Board support duties including docket preparation, taking Board and Committee Meeting Minutes, Board Effect/Diligent software management, meeting and retreat coordination, etc.
In collaboration with HR and IT, support key employee lifecycle processes including onboarding, offboarding, and status changes, as needed.
Coordinate leadership offsites, smaller convenings, and recognition efforts.
Manage two org-wide events per year in partnership with the Executive Assistant team.
Supports Ops retreats, meetings, volunteer activities, etc.
Partner with teams to manage approved budget expenses and develop small budgets for projects and events.