Executive Assistant

Tempest Advisors; San Francisco (CA); On-site; USD 70,000 - 110,000; Full time

Job summary

Tempest Advisors is seeking an experienced Executive Assistant based in San Francisco to support the Executive Director and Deputy Director. You will manage calendars, coordinate travel, handle confidential information, and assist with budgets and events.

Ideal candidates bring five+ years of EA experience, superb organizational skills, and the ability to work independently in a fast-paced environment while ensuring seamless operations for the team.

Qualifications

• At least five years of executive assistant experience.
• Highest level of integrity, ethics and professionalism.
• Adept at managing multiple calendars with heavy scheduling and changes.
• Ability to work independently, multi-task and meet deadlines.

Responsibilities

• Provide full calendar support for the Executive Director and Deputy Director.
• Book travel arrangements and related expenses.
• Handle confidential information with professional discretion.
• Support organization budget process, grant recommendations, and annual planning.
• Manage accounts payable and vendor relationships.
• Prepare and polish documents and presentations for staff.
• Greet guests and manage on-site logistics for events.
• Coordinate staff and client meetings and monthly expense reporting.
• Maintain files and keep operations organized and efficient.
• Manage special projects and other duties as assigned.

Skills

Executive assistant experience

Calendar management

Travel coordination

Confidentiality

Organization skills

Tools

Microsoft Office Suite

Outlook

Salesforce

Expensify

Bill.com

Job description

Based in San Francisco, Tempest Advisors provides professional philanthropic consulting services to Sea Change Foundation and Sea Change Foundation International. Tempest consulting support is focused on the serious threat posed by climate change and the role of philanthropy in climate mitigation. The Tempest team is high performing, collaborative, and mission driven. We foster a pragmatic, solution-oriented culture and a willingness to develop creative approaches to addressing climate change.

ABOUT THE POSITION

Key Responsibilities

• Manage and organize fast-paced set of activities for multiple calendars, focused on the Executive Director and Deputy Director, including:

o Full calendar support for competing priorities (booking internal and external meetings, coordinating with partner organizations and grantees)

o Booking travel arrangements and other travel related expenses

• Handle highly confidential and non-routine information with the highest levels of professional standards and attention to detail
• Provide support for Client’s philanthropic events, including managing vendor contracts, on-site logistics, catering and other logistics support as needed
• Support Tempest Advisors' organization budget process, grant recommendation and production process, annual planning, professional development and speaker series
• Manage accounts payable and vendor relationships
• Produce professional, accurate, and polished documents generated or required by staff members in a timely manner; create and develop visual presentations as needed
• Professionally and hospitably greet guests of Tempest Advisors, supporting guests as required
• Manage logistics of staff and client meetings
• Manage monthly expense reporting for the Tempest Advisors team
• Provide backup support for Tempest team, including other executive assistant, and liaise with suite-wide administrative staff and leadership to ensure seamless inter-office communications and share administrative duties as assigned
• Maintain accurate and current electronic and paper files and keep the office organized and operating effectively and efficiently as well as set up systems to enable effective operations
• Conduct, synthesize and report on basic research as required by the staff
• Manage special projects and other duties as assigned

Qualifications

• At least five years of executive assistant experience
• Highest level of integrity, ethics and professionalism
• Excellent judgment and professional maturity
• Adept at managing multiple calendars encompassing very heavy scheduling with competing priorities and frequent changes
• Ability to work independently, multi-task and prioritize to meet deadlines and complete projects
• Ability to operate effectively in a fast-paced and multi-faceted environment, while maintaining discretion and confidentiality
• Excellent organizational skills, including systems to track near-term priorities and long-term projects
• Detail-oriented with excellent verbal and written communication skills
• Team player with the ability to work and coordinate with team members and assistants to provide seamless support to the team
• Ability to operate effectively in response to different management and working styles
• Committed to excellent, proactive service to the team
• Proficiency with Microsoft Suite and Outlook required; familiarity with Salesforce record management, Expensify, and Bill.com preferred