Executive Assistant (Foundation), Senior

Blue Shield of California•San Francisco, CA

1d•Hybrid

About The Position

The Senior Executive Assistant provides high-level, specialized administrative and operational support to multiple Foundation directors and executive leaders. The role independently manages complex scheduling, confidential communications, meeting preparation, travel and expenses, and cross-functional coordination. It also supports Foundation-wide operations, executive team processes, and Board of Trustees activities, helping leaders focus on organizational priorities and ensuring timely execution of key activities. The Foundation is an independent licensee of the Blue Shield Association. Blue Shield of California has contributed more than $500 million to the Foundation since 2002. Its mission is to build lasting and equitable solutions that make California the healthiest state and end domestic violence. The Foundation’s leadership model emphasizes developing leaders at all levels and creating opportunities for personal, professional, and financial growth. This hybrid role requires in-office attendance according to the Foundation’s hybrid workplace model. For most teams, that means in-person meetings eight times per month. Employees who live more than 50 miles from an office location will work with their manager to determine in-office time based on business need.

Requirements

Bachelor’s degree, or a high school diploma/GED and four years of additional relevant experience in lieu of a degree.
At least five years of relevant executive support experience with C-suite-level leaders, including experience supporting complex meetings and executive operations.
Experience handling executive expenses, scheduling meetings, and coordinating large-scale conferences or events.
Demonstrated ability to manage highly confidential and sensitive information with discretion and sound judgment.
Strong executive presence and professional written and verbal communication skills.
Ability to build effective relationships across teams and with external stakeholders.
Advanced organizational skills, analytical thinking, proactive problem-solving, and ability to independently manage multiple competing priorities.
Proficiency in Microsoft Outlook, Word, Excel, and PowerPoint, including preparation of executive-level presentations.
Ability to learn systems such as Asana, PDF tools, expense and travel applications, and Diligent.

Nice To Haves

Experience supporting a board of trustees or directors, including board meeting logistics and materials.
Experience in a nonprofit, foundation, healthcare, or related organizational environment.

Responsibilities

Provide specialized, high-level administrative support to Foundation Executive Team members, exercising independent judgment, discretion, and autonomy while managing competing priorities.
Provide backup executive administrative support to the CEO, Board of Trustees, and administrative colleagues as needed.
Manage executive calendars, meetings, travel arrangements, and monthly expense reporting; anticipate scheduling conflicts and coordinate resolutions.
Complete special projects assigned by the President/CEO, Chief of Staff, and other executive team members.
Serve as a trusted liaison with internal and external stakeholders, including policymakers, philanthropic peers, nonprofit CEOs, community leaders, Foundation staff, and company leadership.
Coordinate special projects and cross-functional initiatives, managing timelines, tracking deliverables, identifying potential issues, and collaborating with stakeholders.
Handle sensitive and confidential executive, personnel, and organizational information with sound judgment and professionalism.
Prepare, proofread, and coordinate executive correspondence, presentations, meeting materials, and briefing information.
Analyze and compile data, develop reports and recommendations, and identify opportunities to improve administrative processes and efficiencies.
Coordinate executive team meetings, including preparing and distributing weekly agendas, gathering materials, and tracking action items.
Plan and coordinate Foundation-wide meetings, lunches, retreats, and special events, including logistics, catering, materials, vendors, and communications.
Support Board of Trustees meetings and events, including catering, venue selection, trustee reimbursements, and quarterly stipend processing.
Partner with the board liaison, chief of staff, CEO, and trustees to plan, execute, and improve Board meetings and materials.
Lead the annual development and updating of the Trustee Manual, ensuring information is accurate and current.
Provide backup support for Board meeting materials, including preparing and distributing Board books through Diligent in coordination with the CEO Office.
Maintain Foundation operational processes, including office supplies and inventory, visitor access, technology and meeting space use, and weekly mail collection and distribution.
Serve as a resource for administrative systems, policies, and procedures; support onboarding and identify practical process improvements.
Perform other duties as assigned.