Executive Assistant

Ultimate Staffing; San Francisco (CA); On-site; USD 70,000 - 95,000; Full time

Job summary

Ultimate Staffing in San Francisco, CA is seeking an Executive Assistant to support the CEO and CFO in a fast-paced nonprofit environment. The role requires discretion, exceptional organization, calendar management, travel coordination, and the ability to prepare reports and meeting materials.

You will coordinate board meetings, manage stakeholder communications, assist with budgeting and grant tracking, and help drive operational projects across departments while maintaining confidential

Qualifications

• Bachelor's degree or equivalent combination of education and experience.
• 5+ years of experience supporting C-level executives, preferably in nonprofit, healthcare, mental health, or social impact.
• Advanced proficiency with Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, and Teams.
• Exceptional organization, communication, and time management skills.
• Ability to handle highly confidential and sensitive information with discretion.
• Strong project coordination and problem-solving capabilities.
• Experience managing multiple priorities while meeting deadlines.

Responsibilities

• Manage complex calendars, schedules, and meeting coordination for the CEO and CFO.
• Prioritize appointments and ensure effective time management across competing priorities.
• Coordinate domestic travel arrangements, itineraries, and expense reporting.
• Prepare correspondence, presentations, reports, agendas, and meeting materials.
• Monitor and manage executive email communications, flag urgent matters and draft responses.
• Serve as gatekeeper and primary point of contact for internal and external stakeholders.
• Assist with Board of Directors meetings, committee meetings, and leadership team meetings.
• Prepare board packets, meeting agendas, minutes, and follow-up action items.
• Coordinate logistics for board events, retreats, and strategic planning sessions.
• Maintain confidential board and governance records.
• Support the CFO with administrative aspects of budgeting, financial reporting, grant tracking, and audit preparation.
• Assist in managing contracts, invoices, vendor relationships, and expense documentation.
• Coordinate operational projects and track deadlines across departments.
• Maintain organized electronic and physical filing systems.
• Develop and maintain project dashboards, reports, and status updates.
• Coordinate communication with donors, community partners, funders, and external organizations.
• Support special events, fundraising activities, and community engagement initiatives.

Skills

Calendar management

Executive support

Organization

Communication

Discretion

Project coordination

Stakeholder management

Education

Bachelor's degree or equivalent

Tools

Microsoft Office

Outlook

PowerPoint

Excel

Teams

Job description

The Executive Assistant serves as a trusted partner to the CEO and CFO, ensuring the effectiveness and efficiency of executive operations. This role requires exceptional organizational skills, sound judgment, discretion, and the ability to manage multiple priorities in a fast-paced nonprofit environment. The ideal candidate is highly resourceful, detail-oriented, and passionate about supporting a mission that positively impacts mental health outcomes in our communities.

Key Responsibilities

Executive Support

• Manage complex calendars, schedules, and meeting coordination for the CEO and CFO.
• Prioritize appointments and ensure effective time management across competing priorities.
• Coordinate domestic travel arrangements, itineraries, and expense reporting.
• Prepare correspondence, presentations, reports, agendas, and meeting materials.
• Monitor and manage executive email communications, flagging urgent matters and drafting responses as appropriate.
• Serve as a gatekeeper and primary point of contact for internal and external stakeholders.
• Assist with Board of Directors meetings, committee meetings, and leadership team meetings.
• Prepare board packets, meeting agendas, minutes, and follow-up action items.
• Coordinate logistics for board events, retreats, and strategic planning sessions.
• Maintain confidential board and governance records.
• Support the CFO with administrative aspects of budgeting, financial reporting, grant tracking, and audit preparation.
• Assist in managing contracts, invoices, vendor relationships, and expense documentation.
• Coordinate operational projects and track deadlines across departments.
• Maintain organized electronic and physical filing systems.

Project Coordination

• Support strategic initiatives led by the CEO and CFO.
• Track project milestones, deliverables, and organizational priorities.
• Follow up with internal stakeholders to ensure accountability and timely completion of tasks.
• Develop and maintain project dashboards, reports, and status updates.

Stakeholder & Community Relations

• Serve as a professional ambassador of the organization.
• Coordinate communication with donors, community partners, funders, and external organizations.
• Support special events, fundraising activities, and community engagement initiatives.
• Help foster a positive, inclusive, and mission-focused organizational culture.

Qualifications

• Bachelor's degree or equivalent combination of education and experience.
• 5+ years of experience supporting C-level executives, preferably in a nonprofit, healthcare, mental health, or social impact organization.
• Advanced proficiency with Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, and Teams.
• Exceptional organization, communication, and time management skills.
• Ability to handle highly confidential and sensitive information with discretion.
• Strong project coordination and problem-solving capabilities.
• Experience managing multiple priorities while meeting deadlines.
  

All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, Los Angeles County Fair Chance Ordinance, and San Francisco Fair Chance Ordinance.