Executive Assistant Office of the CEO

Executive Assistant Office of the CEO   Location :

• San Francisco, CA Department : Department : Office of the CEO, Type : Regular, Full Time, Exempt Min.

Experience :

People managers should expect to spend a significant amount of time coaching, developing, and managing people with the balance of the time for all staff spent on relationship building internally and externally and achievement of outcome goals of role and foundation.   Position Summary :

Flexibility, multi-tasking, and adaptability are key to success in this role.  Tasks    Calendar, Travel & Meeting Management  In partnership with Director of CEO Affairs, strategically plan and coordinate the CEO’s schedule, serving as both gatekeeper and gateway to optimize time and align with organizational priorities.  Maintain and update the CEO’s calendar in a fast-paced environment, adapting to shifting priorities and preferences.  Collaborate with Executive Assistants across the organization to align Senior Leadership Team calendars and support cross-functional initiatives.  Manage all aspects of meetings and events, ensuring logistics are accurate and complete, including locations, contact details, links, and access codes.  Prepare briefing materials, agendas, and follow-up documentation in coordination with internal teams and external stakeholders.  Track and manage follow-ups to ensure all meeting commitments are completed and communicated effectively.  Arrange travel and accommodations for the Office of the CEO, including detailed itineraries, agendas, and meeting preparation.  Project & Operations Management  Lead and support special projects for the Office of the CEO, including those with cross-functional or organizational impact.  Manage and track projects and tasks using appropriate systems, ensuring visibility, accountability, and timely execution.  Communicate project status and shifting priorities clearly, while resolving conflicting demands with professionalism.  Prepare and submit expense reports for the Office of the CEO.  Support budget management in partnership with the Director of CEO Affairs, including dashboards, forecasts, and reporting.  Manage all aspects of event management for the Office of the CEO when hosting onsite meetings, convenings, etc.   Executive Communications  Communicate on behalf of the CEO with Board members, donors, staff, and external stakeholders.  Serve as a trusted liaison between the Office and internal departments, fostering smooth communication and collaboration.  Draft and manage confidential correspondence and communications, coordinating with the Marketing and Communications team, COO, and others as needed.  Manage the Office’s inbox with discretion and efficiency, ensuring timely responses and prioritization of key communications.  Stakeholder Engagement & Relationship Management  Support board relationship management and stewardship in partnership with CEO and organization  Maintain accurate stakeholder information in contact databases, including Salesforce, to support relationship tracking and engagement.  Executive Awareness & Strategic Coordination  Keep office informed of upcoming commitments and responsibilities, ensuring timely follow-up and coordination.  Prioritize and follow up on incoming issues and concerns addressed to the CEO, including those of a sensitive or confidential nature, determining appropriate responses or referrals.  Work closely and effectively with the CEO and Director of CEO Affairs to ensure all parties are well-informed of upcoming commitments, responsibilities, and follow-ups.  Competencies & Qualifications   Minimum of 5 years of experience supporting C-level executives, preferably within a mission-driven organization.   Willingness and the ability to support more than one stakeholder simultaneously.  Exceptional organizational skills with the ability to manage and prioritize multiple tasks seamlessly, while maintaining strong attention to detail.   High emotional intelligence and interpersonal skills, with a demonstrated ability to build trusted relationships across diverse stakeholders including staff, board members, donors, and external partners.   Excellent written and verbal communication skills, with the ability to represent executive leadership professionally and confidently.   Proactive problem-solver with sound decision-making capabilities and a forward-thinking mindset.   Highly resourceful and collaborative team player, with the ability to work independently and adapt to competing demands.   Proven ability to handle confidential information with discretion and maintain a high level of professionalism and responsiveness.   Demonstrated ability to meet high performance goals and manage deadlines in a fast-paced environment.   Strong proficiency in Microsoft 365 (Outlook, Word, PowerPoint, Excel, Teams), Salesforce and Zoom  Ability to learn and navigate online platforms such as Fluxx, Qlik Sense, Smartsheet, Raiser’s Edge, Power Plan, and social media tools.  We are dedicated to building a diverse, inclusive, and authentic workplace, so if you’re excited about this role, but your past experience doesn’t align exactly with every qualification in the job description, we encourage you to apply anyway.

You may be just the right candidate for this or other roles.   Compensation :

Remote Work   Policy :

Employees must reside or plan to relocate within the San Francisco Bay Area.   Requesting Accommodations :

If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and / or to receive other benefits and privileges of employment, please contact hr@sff.org.   The San Francisco Foundation is an equal opportunity employer and encourages people of diverse backgrounds to apply.  Powered by JazzHR