Job Details

TITLE: Executive Assistant II

REPORTS TO: Chief Executive Officer

DEPARTMENT Executive Management

STATUS: Regular, Full-Time (40 hours/week)

FLSA STATUS: Exempt

WAGE RANGE: $90,860 - $100,956 annually

GRANT FUNDED: No

UNION POSITION:No

LOCATION: 201 Eddy Street, San Francisco CA 94102

SCHEDULE: 4 Days onsite; 1 day remote

SUMMARY

You will work in close collaboration with the Chief Executive Officer (CEO) providing administrative and operational support. This role requires a high degree of organizational skills, attention to detail, and the ability to manage multiple tasks efficiently. The individual in this position serves as a crucial support system for the CEO, playing a role in day-to-day operations, communication, and strategic initiatives. Additionally, the proactive nature of the support, such as anticipating needs and cultivating relationships, highlights the importance of being proactive and forward-thinking in this role.

ESSENTIAL DUTIES

• Manage the CEO's email and calendar. Prioritize inquiries and requests while troubleshooting conflicts; make judgments and recommendations to ensure smooth day-to-day engagements.

• Complete a broad variety of administrative tasks that facilitate the CEO leadership role.

• Assist in special projects, design and produce complex documents, reports, and presentations.

• Collect and prepare information for meetings, compose correspondence, maintain contact lists, make travel arrangements, and handle expense and mileage reports.

• Act as liaison and provide support to the CEO. Arrange and handle logistics for meetings and events, including scheduling, drafting agendas, preparing presentation materials, and recording meeting minutes.

• Act as liaison and provide support to the Board of Directors. Arrange and handle logistics for Board meetings and events; schedule meetings; draft agendas, develop, compile, and distribute presentation materials; and record meetings minutes on behalf of Board Secretary. Adhere to compliance with applicable rules and regulations set in bylaws regarding Board matters.

• Serve as primary point of contact for internal and external clients on all matters pertaining to the CEO's.

• Work closely with CEO's to stay informed of upcoming commitments and deadlines. Anticipate the needs of the CEO's advance of meetings, conferences, etc.

• Coordinate Executive Management Team meetings in collaboration with others

• Follow up on contacts made by the CEO to cultivate ongoing relationships.

• Excellent organizational skills and attention to details.

• Ability to handle multiple tasks concurrently, including highly detailed work.

• Excellent interpersonal and communication skills, both verbal and written

• Professionalism in dealing with diverse groups of people, including Board members, senior leadership, staff, community leaders, and vendors Ability to work independently and keep pace with a fast-moving CEO

• Ability to analyze and solve problems.

• Ability to perform highly detailed work on multiple tasks under pressure.

• High degree of professionalism maintaining confidentiality, discernment, and judgment.

• Excellent computer skills which include proficiency in office productivity tools, project management software and relevant applications.

• Ability to lift to 20 pounds occasionally

• Significant executive support experience, including supporting C-level executives. Nonprofit board experience is highly preferred.

• Expert proficiency Microsoft Office

• Technical proficiency and problem-solving skills related to cloud-based environments (web-based applications)

• Exceptional organizational skills and impeccable attention to detail

• Strong verbal and written communication skills