Executive Assistant

Faces SF • San Francisco, CA

11d • Hybrid

About The Position

We are seeking a mission-driven, organized, energetic, and collaborative Executive Assistant (EA) to join our team, based out of the Haight Ashbury location. The EA will directly support the CEO and Executive Team with day-to-day planning and project management. The EA is proactive, professional, and able to coordinate between departments as well as maintain strong relationships with external partners. This is a 25 hour per week exempt position reporting directly to the CEO. While core hours occur during the standard workweek, the role requires flexibility to attend Board meetings and occasional organizational events that may take place outside of regular business hours. The role also requires travel to all FACES sites as needed.

Requirements

• 3+ years of related experience where you have managed calendars, communication, and/or expenses for executive staff, Boards, or related teams
• Demonstrated ability to work collaboratively and skillfully in building relationships with peers, teams, and external stakeholders
• Ability to meet deadlines and work well and with composure under pressure in time-sensitive environments
• Highly skilled in written English communication with an emphasis on attention to detail and accuracy
• Ability to maintain absolute confidentiality and integrity when working with sensitive employee information and communications
• Ability to meet and maintain required state, federal, local, and CDC standards (including but not limited to fingerprint clearance, negative TB test, First Aid, CPR)
• A deep commitment to aligning all program practices to FACES SF values, especially around equity, inclusion, and belonging for all our stakeholder
• Strong passion for and a desire to humbly reflect and grow in pursuit of our mission
• A sense of humor- we believe joy and justice go hand in hand!

Nice To Haves

• Bachelor’s degree in Business or relevant field
• Experience working with diverse teams, particularly in nonprofit settings

Responsibilities

• In coordination with the executive team, manage an effective and efficient process for annual, quarterly, and weekly planning and meetings (e.g. leadership team meetings, senior leadership, team leads, all-staff meetings, annual calendar, quarterly check-ins, team retreats, and weekly check-ins)
• Support CEO in managing the board, including creating meeting agendas and compiling board packets; maintaining the Consent Calendar; taking minutes; scheduling and attending Board and Board Committee meetings; maintaining accurate Board and committee contact lists; managing Board member onboarding and offboarding; and ensuring Board files and shared drives are organized and up to date.
• Manage and maintain the CEO’s schedule, calendar, conference attendance, and meeting requests; create clear agendas for all key CEO meetings
• Manage the CEO’s timesheets, monthly expense reports, and other operational tasks related to supervision
• Assist the CEO with internal, external, and public events, taking notes as needed and following up on key items
• Serve as the communications liaison between external parties and the CEO, as requested
• Lead preparation and execution of all-staff meetings, including developing slide decks, managing calendar invitations, coordinating logistics, and ensuring materials are prepared and distributed
• Take meeting notes and manage meeting logistics for key internal meetings, including set up and clean up, documentation action items, and tracking follow ups
• Manage and maintain the organization’s internal calendar, ensuring alignment across departments, key initiatives, and events.
• Coordinate with IT consultant to manage executive team and board of directors file organization, storage, sharing, archiving, and other documentation/organization required for efficient administrative operations
• Collaborate with Development, People Operation, Program Heads, and Finance Departments to execute special projects (e.g. donor events, all-staff lunches, audit schedules, etc.), as needed
• Contribute to strategies that foster a welcoming and inclusive culture for all staff
• Maintain confidentiality and integrity when working with sensitive board information
• Demonstrate strong passion for and a desire to humbly reflect and grow in pursuit of our mission
• Bring a sense of humor, as we believe joy and justice go hand in hand!

Benefits

• Hourly rate starting at $33.00-$38.00 based on experience
• Healthcare premiums 100% paid for employees and 25% paid for dependents
• Three weeks of vacation, personal and floating holidays, ten sick days, ten paid holidays (including one-week winter closure between Christmas and New Year’s) and a day off for your birthday!
• A retirement plan with employer match up to 7% of your salary
• A chance to positively impact the lives of young children and their families
• A fun, dynamic and collaborative working environment
• Opportunity to join a movement to achieve educational, economic, and racial justice!

What This Job Offers

• Job Type: Part-time
• Career Level: Executive
• Number of Employees: 11-50 employees