Executive Assistant, Philanthropy and Gift Planning

San Francisco Foundation•San Francisco, CA

24d•Hybrid

About The Position

The Executive Assistant, Philanthropy & Gift Planning, is part of the Philanthropy & Gift Planning (PGP) department which is responsible for engaging donors to raise funds and move resources into the community. The position reports to the Chief Philanthropy Officer (CPO) and is responsible for assisting staff with semi-routine and semi-complex administrative or functional activities. Supports senior level leaders and their teams in calendaring, small project management, invoice processing, supporting events and ensuring overall efficiency of departmental operations. This role helps shape team culture, and successful candidates will be proactive, accountable and have a passion for working in fundraising, development, and/or philanthropy. The Executive Assistant provides direct support to the Chief Philanthropy Officer and supports the Senior Director, Gift Planning; Senior Director, Philanthropic Services; and Director, Donor Operations & Strategy. The Executive Assistant provides day-to-day assistance and overall administrative support to the PGP leadership team. In partnership with the CPO, the role provides administrative support to the PGP Committee of the board. Communicates with major donors for scheduling and other correspondence. Collaborates with key stakeholders with the foundation to support the strategic goals of the PGP Department. The position works cross-functionally with other assistants at the foundation and across many departments to achieve mutual goals. CPO Support (50%) – Provides daily assistance to the CPO including complex calendar management, communication with internal and external constituents, administrative support, and various tasks and projects as needed. PGP Leaders Admin Support (50%) – Provides daily assistance to the other PGP leaders including complex calendar management, communication with internal and external constituents, administrative support, and various tasks and projects as needed.

Requirements

3+ years of relevant experience
Experience working with donors/development/fundraising.
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
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.
Ability to learn, navigate and manage online platforms, including Salesforce and Smartsheet.
Ability to travel locally, as needed.
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, Qliksense, Smartsheet, Salesforce, Blackbaud, and Power Plan

Nice To Haves

Experience providing support to multiple executives or directors a plus.

Responsibilities

Calendar & Meeting Management: Prioritize and coordinate schedules of department leads and act as a scheduling liaison with internal and external stakeholders. Support adding key donor engagement and fundraising events to appropriate calendars across the organization.
Travel, Expense & Invoice Coordination: Manage logistics and ensure compliance with processing expenses and travel, manage vendor and contractor payments.
Contract management: Manage process for contract approval for all PGP contracts in Salesforce.
Document Preparation: Draft memos, presentations, reports, and correspondence.
Project Management: Assist with tracking deliverables and deadlines for small departmental projects.
Thought Partnership: Contribute as a thought partner to the CPO.
Communication Liaison: Serve as the point of contact for internal and external stakeholders. Serve as support for new hires in PGP
Backup support for key PGP functions: trained to be able to provide backup support for Donor Services hotline and gift processing.
Board & committee support: Board committee support duties including PGP Committee docket preparation, meeting minutes, meeting coordination. Provide administrative support to the Professional Advisor Council, including but not limited to meeting preparation and coordination, meeting minutes, and RSVP tracking.
Internal PGP meeting support, including team retreat: Supports PGP retreats, meetings, volunteer activities, etc. With the CPO, coordinate calendar of topics and staff engagement at PGP team meetings.
Event support: Support donor events as needed, including RSVP tracking, registration management including nametag production, and other event support as needed.
Budget Management: Partner with teams to manage approved budget expenses and develop small budgets for projects and events.