Executive Assistant

California Environmental Associates; San Francisco (CA); Hybrid; USD 110,000 - 130,000; Full time

Job summary

An established industry player is seeking an Executive Assistant to support the President in driving impactful initiatives. This dynamic role requires exceptional organizational skills, discretion, and the ability to manage high-level responsibilities effectively. You will play a crucial part in ensuring seamless communication and workflow management, enabling the President to focus on strategic goals. If you thrive in fast-paced environments and are passionate about contributing to a mission-driven organization, this opportunity offers a chance to make a significant impact while enjoying a supportive and collaborative workplace culture. Join a team dedicated to promoting environmental sustainability and community well-being in the vibrant San Francisco area.

Benefits

Health Insurance

Dental Insurance

Vision Insurance

Flexible Spending Account

Paid Time Off

Bereavement Leave

Qualifications

• 7+ years of executive-level support experience required.
• Proven ability to manage deadlines and prioritize tasks.

Responsibilities

• Manage the President’s calendar and optimize workflow.
• Draft and review correspondence in the President’s voice.

Skills

Organizational Skills

Communication Skills

Problem-Solving

Emotional Intelligence

Collaboration

Education

Bachelor’s Degree

Tools

Calendar Management Software

Expense Tracking Systems

Job description

The Pisces Foundation works to advance the collaborations and capacity necessary for people, communities, and nature to thrive. We are a resource for problem-solvers seeking the tools to address global environmental challenges and build a vibrant San Francisco. The foundation is headquartered in San Francisco, California, with grantee partners across the globe. More information on the foundation may be found here.

The Opportunity

The Executive Assistant will provide critical support to the President, driving the Foundation's impact through efficient workflow management and strategic coordination. This role requires a high level of organization, discretion, and the ability to anticipate needs, ensuring that internal and external communications, calendar management, and stakeholder interactions are optimized for efficiency and impact. The ideal candidate will be a proactive, detail-oriented professional with strong writing skills and the ability to manage dynamic, high-level responsibilities. This position offers the chance to contribute to the Foundation’s broader mission by enhancing the President’s ability to lead effectively and advance strategic goals.

Key Responsibilities

1. Workflow & Task Management: Manages competing priorities, tracks and updates the President’s To-Do List, and ensures timely resolution of incoming requests. Coordinates with the Operations team to align workflow schedules and priorities.
2. Communication & Email Management: Drafts and reviews correspondence in the President’s voice and style, tracks key messages, ensures timely responses, and maintains accurate contact records. Handles sensitive matters with discretion.
3. Calendar & Meeting Management: Maintains and optimizes the President’s highly dynamic calendar, balancing external commitments and internal meetings while ensuring sufficient work time. Tracks personal commitments and integrates them into scheduling as needed.
4. Meeting Preparation & Follow-Up: Ensures the President is fully briefed for meetings by gathering and organizing materials in advance. Requests and tracks meeting agendas and documents. Prepares and distributes concise readouts summarizing key decisions and action items.
5. Document Organization & Retention: Organizes and maintains both digital and printed materials, ensuring easy access and proper retention of key documents. Tracks and organizes strategic resources for quick reference.
6. Expense & Travel Coordination: Collects and submits expense reports, ensures timely reimbursements, and reconciles receipts with the President’s calendar. Assists with light travel research to align with scheduling needs.
7. Technology & Systems Coordination: Maintains logins and access to IT systems, coordinates with IT providers for troubleshooting, and ensures seamless use of technology across office and remote locations.
8. Internal Relationships & Leadership: Acts as a trusted thought partner to the President, collaborates with senior leadership to align workflow with strategic goals, and fosters internal and external relationships that reinforce the Foundation’s mission.

Skills and Qualifications

• Bachelor’s degree and 7+ years of executive-level support experience.
• Proven ability to prioritize tasks, manage deadlines, and maintain a high level of organization in a fast-paced, dynamic environment.
• Excellent analytical, problem-solving, and organizational skills with attention to detail and commitment to high-quality work.
• Exceptional written and verbal communication skills, with the ability to prepare clear, concise, and impactful communications for internal and external audiences.
• Proficiency in calendar management, meeting coordination, and workflow alignment.
• Experience with expense tracking and financial processing.
• High emotional intelligence and interpersonal skills, with the ability to build authentic relationships with staff, family office, board members, and external partners; experience working directly with people from diverse racial, ethnic, and socioeconomic backgrounds.
• Strong judgment and discretion in handling confidential matters.
• Collaborative team player able to work within and across teams to reach common goals.
• Commitment to justice, diversity, equity, and inclusion.
• Alignment with the Pisces Foundation’s mission, values, and strategic goals.

Location and Schedule

To promote collaboration and a dynamic work experience, the Pisces Foundation operates with a hybrid schedule, working out of the Foundation offices in downtown San Francisco, currently three days a week. Due to the dynamic nature of the position, the Executive Assistant may need to adjust their in-office schedule based on the President’s responsibilities and calendar. Candidates must live in the San Francisco Bay Area or be willing to relocate and must be legally authorized to work in the United States.

Compensation and Benefits

Pisces Foundation offers an excellent compensation package including platinum-level health, dental, and vision insurance; a Flexible Spending Account; life insurance; bereavement leave; paid time off; and holidays. The starting salary for this role is $110,000-130,000 depending on skills and experience. Our salaries are competitive, reflect our geographic location and field, and are commensurate with experience. Pisces Foundation participates in multiple compensation surveys for grantmaking organizations and conducts an annual review of market-based salary trends.

We offer a supportive and values-driven environment where professional growth is encouraged.

How to Apply

CEA Recruiting is assisting Pisces with this search. To be considered for the position, please use the link to submit a resume, thoughtful cover letter, and salary expectations. Interested candidates are strongly encouraged to apply before our priority deadline of March 3rd. The position will remain posted until filled. All applicants will be notified when the search has closed. You may contact search lead Tamara Evans with questions, but to ensure your application is reviewed and you receive notifications about the process, please use only the website to submit your application materials. [e-mail]

Equal Opportunity Statement

We know there are strong candidates who may not have all the qualifications listed above. If you have skills and experience that would be an asset to the role, please apply. The Foundation encourages people of color, those from under-resourced communities, immigrants, LGBTQ+, and others with diverse backgrounds and with a variety of skills, experiences, and ideas. We are an equal opportunity employer. Employment selection and related decisions are made without regard to sex, gender identity/expression, sexual orientation, race, age, disability, religion, national origin, color, marital or veteran status, or any other protected class.