Executive Assistant

Ultimate Staffing Services; San Francisco (CA); Presencial; USD 100 000 - 130 000; Tempo integral

Resumo da oferta

Ultimate Staffing Services in San Francisco is seeking an Executive Assistant to partner with the CEO and CFO, ensuring efficient executive operations in a nonprofit setting.

The role requires 5+ years supporting C-level executives, mastery of Microsoft Office, superb organization, discretion, and the ability to manage multiple priorities. Responsibilities include calendar management, travel coordination, board support, budgeting help, and stakeholder relations.

Qualificações

• 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 organization.
• Advanced proficiency with Microsoft Office Suite including Outlook, Word, Excel, PowerPoint, and Teams.

Responsabilidades

• Manage complex calendars, schedules, and meeting coordination for the CEO and CFO.
• Coordinate domestic travel arrangements, itineraries, and expense reporting.
• Prepare board packets, meeting agendas, minutes, and follow-up action items.
• Support the CFO with budgeting, financial reporting, grant tracking, and audit preparation.
• Coordinate operational projects and track deadlines across departments.
• Coordinate communications with donors, community partners, funders, and external organizations.

Conhecimentos

Calendar management

Executive support

Stakeholder communication

Discretion

Project coordination

Time management

Formação académica

Bachelor's degree or equivalent

Ferramentas

Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Teams)

Descrição da oferta de emprego

Executive Assistant (JN -092026-431740) San Francisco, California

Salary: USD100000 - USD130000 per year

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.