Executive Administrative Assistant

Description

The Executive Administrative Assistant will serve an integral role in a support role for the senior leadership team of the organization. This position is responsible for effectively managing schedules, coordinating meetings, and ensuring deliverables are met. The ideal candidate will be a proactive problem-solver with excellent communication skills and the ability to collaborate across multiple departments. This role is integral to maintaining efficient operations and enabling the senior leadership team to focus on strategic initiatives.

Responsibilities

• Assist in managing schedules and booking meetings for senior leadership.
• Schedule and coordinate in-person and virtual meetings for all organization events.
• Serve as a point of contact to collect, organize, and distribute information for inter-department meetings.
• Take the lead on building meeting agendas and PowerPoint presentations in alignment with team priorities and branding guidelines.
• Record, summarize, and circulate meeting minutes promptly, ensuring accuracy and clarity.
• Collaborate with IT to set up and troubleshoot in-person and virtual meeting technology.
• Arrange meeting logistics and communicate with vendors, including catering for snacks and refreshments.
• Book and coordinate travel arrangements, including flights, accommodations, and transportation.
• Create detailed travel itineraries, ensuring all logistics are well-organized and accounted for.
• Participate in cross-functional team calls to stay updated on project deliverables and timelines.
• Proactively follow up with stakeholders to ensure action items are completed.
• Facilitate communication and coordination between departments to achieve shared goals.
• Prepare, submit, and track expense reports accurately and in a timely manner for senior leadership.
• Serve as a trusted individual to complete tasks on behalf of senior leader when needed.
• Cross train with other Executive Administrative Assistants to provide out-of-office coverage.
• Organize incoming mail and scan to appropriate parties.
• Handle confidential information and situations with a high-level of discretion and professionalism.
• Oversee purchase orders for the corporate offices.
• Assist with special projects and other duties as assigned by leadership.

Requirements

• 5+ years of experience as an administrative professional in a corporate setting required, preferably with Vice President and above leadership.
• Ability to take initiative on tasks and proactively anticipate the needs of senior leadership.
• Ability to work in a professional office setting that is dynamic and fast-paced and be responsive to leadership and team member requests and needs.
• Ability to multi-task effectively, and deal with frequent changes, delays, or unexpected events.
• Strong customer service orientation.
• Bilingual in English and Spanish preferred.
• Strong written, verbal, and interpersonal communication skills.
• High level of critical thinking and problem-solving skills.
• Exhibit discretion and maintain confidentiality.
• Expertise in Microsoft Office Suite: Word, Excel, and PowerPoint.

Reasonable Accommodation Statement

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions

What We Offer

• $38.50 - $48.00/hourly dependent on skills and experience
• Medical, Dental & Vision Insurance
• Retirement Fund
• Professional Development Training
• Commuter Benefits
• Flexible Healthcare Spending Account
• Mental Health + Wellbeing Employee Assistance Program

Job Details

Level: Individual Contributor

Exemption Status: Non-Exempt

Primary Work Location: San Francisco Office, 750 Post Street

Position Type: Full Time

On-Site Requirement: 4 Days In Office, 1 Day WFH per week

Travel Requirements: Will travel to Oakland Office and other Goodwill SF Bay sites as needed

Pursuant to the San Francisco Fair Chance Ordinance, we will consider for employment qualified applicants with arrest and conviction records.