Executive Assistant

Channing House•Palo Alto, CA

18h•$93,000 - $145,000•Onsite

About The Position

Nestled in a walkable neighborhood, Channing House is a leading not-for-profit Life Plan Community in Palo, founded in 1960. Our team of 195 staff members, from Front-Line to Leadership, drive the mission of Channing House, providing essential services to our 265 highly engaged residents who call Channing House their home. The Executive Assistant will exemplify our Core Values: Do the right thing; Be a team player; Focus on quality; Adapt to change. The Executive Assistant (EA) supports two members of the executive leadership team, the CEO and the Health & Wellness Administrator. The EA functions as an extension to these executives, serving as a trusted partner, and enabling them to focus on organizational leadership, strategy, and external relationships. This role requires exceptional judgment, discretion, and the ability to anticipate needs, manage priorities, and act on behalf of the executives when appropriate. The EA functions at a high level of autonomy, coordinating across the organization, ensuring seamless execution of the executives agendas. The EA performs duties on-site, generally Monday through Friday. Some evenings and/or weekends may be required, with advance notice. Together with the entire team at Channing House, this role contributes to promoting a healthy and vibrant home for our residents.

Requirements

3-5 years of experience supporting senior executives (CEO, President, or equivalent), preferably in complex organizations.
Bachelor’s degree or equivalent combination of education and experience.
Demonstrated ability to operate as a strategic partner rather than solely an administrative support role.
Exceptional organizational, analytical, and problem-solving skills.
Superior written and verbal communication skills.
Proven ability to exercise sound judgment, maintain confidentiality, and manage ambiguity.
Exceptional at handling stressful situations with poise and confidence.
Advanced proficiency with Microsoft Office, Google Workspace, and executive-level communication tools.
Executive presence and professionalism
Strategic thinking and anticipation
Discretion and trustworthiness
Emotional intelligence and relationship management
Attention to detail with a big-picture mindset
Ability to influence without authority

Nice To Haves

Experience communicating with and supporting Board and Board Committee meetings.

Responsibilities

Act as a strategic thought partner to the CEO and Health & Wellness Administrator (executives), helping prioritize initiatives, manage competing demands, and tracking progress on key goals.
Serve as a gatekeeper for the executives’ time, aligning meeting requests with strategic priorities.
Anticipate executives’ needs by proactively identifying issues, preparing options, and recommending next steps.
Represent the executives internally and externally when appropriate, conveying intent, priorities, and decisions with clarity and authority.
Provide direct support for Board and Board committee activities, including meeting logistics, agenda development, materials preparation, and follow-up.
As needed, provide administrative support to the Chief Financial Officer, as well.
Coordinate and monitor Executive-led initiatives and cross-functional projects; follow up on action items to ensure timely execution.
Prepare and review presentations for board meetings, executive meetings, resident meetings, and external engagements.
Maintain a forward-looking calendar that integrates strategic planning, governance obligations, and key stakeholder engagements.
Partner with senior leaders to align communication, scheduling, and execution of organization-wide priorities.
Draft, edit, and manage correspondence on behalf of the CEO and Health & Wellness Administrator.
Build strong relationships across the organization to facilitate information flow and problem-solving.
Manage sensitive communications with discretion, professionalism, and emotional intelligence.
Develop and maintain positive image and relationships with trustees, staff, residents, families, business partners, and other external parties.
Handle highly confidential information related to personnel, finances, strategy, and governance with absolute discretion.
Support decision-making by synthesizing information, highlighting risks and implications, and maintaining situational awareness of organizational dynamics.

Benefits

Salary range: $93,000 - $145,000 annually
Health, Dental & Vision Insurance
Health Reimbursement Arrangement (HRA)
Accident, Life, and Disability Insurance
Employee Assistant Program (EAP)
Retirement Plan with employer match
Public Transit/Parking Reimbursement and Parking Pass
Discounted Meals
Tuition Reimbursement
Growth and Professional Development Opportunities
Social events with your fellow team members and our Residents throughout the year
Vacation, Paid Sick, and Holiday Pay