Sr. Executive Assistant

Institute on Aging•San Francisco, CA

About The Position

IOA is on the forefront of revolutionary healthcare models, reshaping the way people can age in place. Our innovative models transform lives, enhance communities, and save healthcare systems millions of dollars. Rather than focusing on archaic outdated design, we strive to consistently question the “status-quo” and create new and more innovative ways to help aging adults and adults with disabilities maintain their quality of life. With over 23 programs, we offer multiple ways to aid seniors maintain their health, well-being, independence and participation in the community, fulfilling our mission. The Sr. Executive Assistant provides project management and high-level administrative support for the Chief Financial Officer (CFO). Essential duties and responsibilities of the position include and are not limited to the following:

Requirements

Minimum 6+ years project management and senior executive administrative support experience, supporting C-level executives.
Outstanding proficiency with MS Office Suite (Word, Excel, PowerPoint, Outlook).
Extensive experience with Zoom, GoToMeeting, Skype and other communication applications.
Extensive experience with cloud-based project management applications, requiring collaborative coordination.
Excellent calendar management skills and experience scheduling and managing travel arrangements.
Highly organized with excellent attention to detail.
Demonstrated initiative and innovation.
Superior ability to maintain confidentiality with CFO and executive team.
Outstanding interpersonal, oral, and written communication skills including proofreading and editing abilities.
Ability to handle confidential and sensitive materials discreetly at all times.
Ability to work competently with little or no supervision.
Ability to work collaboratively with teams.
Highly flexible, with ability to shift priorities.
Ability to respond confidently to urgent situations.

Nice To Haves

BA/BS Degree or higher.
Current or prior senior-level project management and administrative support experience in Accounting, Finance, Purchasing, Human Resources, or Information Technology.

Responsibilities

Act as a key liaison for the CFO’s direct reports, internal staff, and external clients.
Respond to incoming calls and inquiries.
Manage and maintain the CFO’s calendar, including complex scheduling and arranging meetings with internal staff and external contacts (e.g., attorneys, bankers, auditors, city/state personnel).
Assist in scheduling C-Suite meetings and events, including travel arrangements.
Prepare and edit correspondence, communications, and other documents.
Develop and maintain an organized filing system.
Review CFO budget monthly and manage administrative spend.
Create and manage purchase orders.
Facilitate CFO approvals of contracts, policies, HR actions, forms, and documents.
Receive and interact with IOA and CFO visitors.
Manage special projects and ad hoc duties as assigned by the CFO.
Ensure each project plan is created and successfully executed.
Conduct research, and assemble and analyze data for required documents and reports.
Coordinate staff participation and prepare presentations for IOA meetings, including Management Forum and Fireside Chats.
Facilitate large Zoom meetings with multiple speakers (approximately 10-100 people).
Prepare slide presentations and illustrative reports for use in internal and external meetings for the CFO, with ad hoc support for C-Suite.
Coordinate scheduling of FY budget meetings with leadership, focusing on meeting deadlines.
Coordinate and lead company culture through team event planning and logistics coordination for CFO division and company events.
Report progress and final project results to the CFO and other leaders involved.