Executive Assistant, Innovation

At San Diego Foundation, we value our diverse and experienced staff who are committed to our mission of improving the quality of life within all of San Diego’s communities. We strive to be an employer of choice, offering a competitive compensation package, and a professional and vibrant work environment for those who have a passion for our mission that is carried out every day by providing leadership for effective philanthropy and promoting community solutions.

San Diego Foundation is seeking an experienced, mission driven Executive Assistant to join the Innovation Team, who will be a vital contributor to the Foundation in providing high-level administrative support and leadership to the VP, Chief Innovation Officer. This position requires independent decision-making, timely communication and good judgement to provide meeting logistics, scheduling, agenda preparation and reporting and tracking information for a diverse set of audiences, and make recommendations as appropriate to the VP CIO. This is a hybrid role with weekly onsite requirements at our San Diego Headquarter Office in Liberty Station.

Essential Responsibilities:

Executive Support and Project Management

• Provide high-level administrative support and assistance to the Chief Innovation Officer and/or other assigned leadership staff, ensuring confidentiality and discretion in all matters
• Build and maintain courteous and respectful relationships with management, staff, board members, partners, and donors, and interface with the community, by providing quality customer service
• Coordinate workflow and travel arrangements and accommodations for the CIO
• Manage and triage inquiries, communications and contacts via email, mail, phone or in person requesting information and meetings with the CIO; review content, determine importance and summarize and/or distribute contents to appropriate staff.
• Coordinate and manage meetings as directed by the CIO
• Provide a range of support activities, including, database entry and report generation, correspondence, word processing, desktop publishing, expense tracking, meeting logistics, copying, filing, and mailing

Government/ Partner Relations

• Foster collaborative working relationships between CIO, staff, local government, agencies, convening tables, maintaining a courteous and respectful relationship with partners, stakeholders, local government, and donors
• Set and maintain regular meetings with the CIO, ensuring minimal schedule conflicts
• Direct the scheduling and planning of meetings, and all identified convenings, meetings, and events .  Coordinate the logistics, refreshments, setup, and the preparation and mailing of agendas, packets, meeting materials and related follow-up correspondence.  Attend assigned meetings and take/transcribe minutes.
• Maintain frontline communications with partners and government/agency staff and their assistants, serving as the central point of contact to facilitate meetings and other related activities
• Maintain all lists, and relevant attributes in contact management database, ensuring the most up-to-date information.
• Maintain a courteous and respectful relationship with others

Meeting and Event Planning

•  Coordinate with the CIO on scheduling and planning of meetings and key events.
• Lead the logistics, refreshments, setup, and the preparation and distribution of meeting materials and follow-up correspondence.
• Coordinate meeting technology and presentation logistics.
• Attend assigned meetings and take/transcribe minutes.
• Additional responsibilities as assigned by the CIO

The Executive Assistant will demonstrate:

• Working knowledge of nonprofit board structure and responsibilities, and the role of the Executive Assistant.
• Competence in adhering to guidelines and principles that interactions with local government and agencies.
• Highest degree of integrity and trustworthiness with absolute commitment to confidentiality and discretion when processing sensitive and privileged information.
• A high degree of professionalism and diplomacy.
• High-level reasoning under frequent time constraints.
• Ability to distill multiple streams of information and exercise sound judgment to make smart decisions quickly.
• Steady competence and focus when facing rapid rates of changing demands.
• Initiative and resourcefulness when managing ambiguity.
• Motivation to learn new online technology and other efficient working methods.
• Sensitivity to and respect for people representing a variety of cultures.
• Aptitude and experience for project management.
• Organizational agi