Executive Assistant

Family and Child Empowerment Services - San Francisco; San Francisco, Northern (CA, KY); Hybrid; USD 45,000 - 52,000; Part time

Benefits offered by this job

Hourly rate $33.00–$38.00

Health insurance premiums paid

Vacation and holidays

Retirement plan with match

Collaborative culture

Job summary

Family & Child Empowerment Services (FACES) SF is seeking an Executive Assistant to support the CEO and Executive Team at our Haight Ashbury location. This 25-hour weekly exempt role requires coordinating between departments, board activities, and external partners with travel to sites as needed.

The EA will manage calendars, meetings, and expenses, attend board meetings, prepare agendas, and help drive special projects.

Qualifications

• 3+ years experience supporting executive staff or boards
• Collaborative ability with peers, teams, and external stakeholders
• Strong written English with accuracy
• Maintain absolute confidentiality with sensitive information
• Ability to meet deadlines in high pressure, time-sensitive environments
• Nonprofit experience preferred
• Familiarity with fingerprint clearance, TB test, First Aid, CPR
• Commitment to equity, inclusion and belonging
• Sense of humor and mission-driven mindset
• Strong professionalism and discretion in communications

Responsibilities

• Coordinate annual, quarterly and weekly planning with the executive team
• Support the CEO by managing board agendas, packets and minutes
• Maintain Consent Calendar and board onboarding/offboarding
• Schedule CEO meetings, travel, and conference attendance
• Prepare CEO meeting agendas and distribute materials
• Handle CEO timesheets and monthly expense reports
• Assist with internal, external and public events
• Serve as liaison between external parties and the CEO
• Lead all-staff meeting prep, slide decks, logistics and invites
• Document action items and track follow-ups from meetings
• Manage internal calendar synchronization across departments
• Coordinate with IT to organize, store and archive files
• Collaborate on special projects with Development, People Ops, Program Heads, Finance

Skills

3+ years experience managing calendars

Collaboration across teams

Excellent written English

Education

Bachelor’s degree in Business or relevant field

Job description

Family & Child Empowerment Services (FACES) SF provides families who live and work in San Francisco with high-quality early childhood education and enrichment; job support, training, and placement; and comprehensive family support services and referrals. Our mission is to empower families who live and work in San Francisco to transform their futures through evidence-based educational and economic opportunities.

Position Summary

We are seeking a mission-driven, organized, energetic, and collaborative Executive Assistant (EA) to join our team, based out of the Haight Ashbury location. The EA will directly support the CEO and Executive Team with day-to-day planning and project management. The EA is proactive, professional, and able to coordinate between departments as well as maintain strong relationships with external partners.

This is a 25 hour per week exempt position reporting directly to the CEO. While core hours occur during the standard workweek, the role requires flexibility to attend Board meetings and occasional organizational events that may take place outside of regular business hours. The role also requires travel to all FACES sites as needed.

What You’ll Do

In coordination with the executive team, manage an effective and efficient process for annual, quarterly, and weekly planning and meetings (e.g. leadership team meetings, senior leadership, team leads, all-staff meetings, annual calendar, quarterly check-ins, team retreats, and weekly check-ins)

Support CEO in managing the board, including creating meeting agendas and compiling board packets; maintaining the Consent Calendar; taking minutes; scheduling and attending Board and Board Committee meetings; maintaining accurate Board and committee contact lists; managing Board member onboarding and offboarding; and ensuring Board files and shared drives are organized and up to date.

Manage and maintain the CEO’s schedule, calendar, conference attendance, and meeting requests; create clear agendas for all key CEO meetings

Manage the CEO’s timesheets, monthly expense reports, and other operational tasks related to supervision

Assist the CEO with internal, external, and public events, taking notes as needed and following up on key items

Serve as the communications liaison between external parties and the CEO, as requested

Lead preparation and execution of all-staff meetings, including developing slide decks, managing calendar invitations, coordinating logistics, and ensuring materials are prepared and distributed

Take meeting notes and manage meeting logistics for key internal meetings, including set up and clean up, documentation action items, and tracking follow ups

Manage and maintain the organization’s internal calendar, ensuring alignment across departments, key initiatives, and events.

Coordinate with IT consultant to manage executive team and board of directors file organization, storage, sharing, archiving, and other documentation/organization required for efficient administrative operations

Collaborate with Development, People Operation, Program Heads, and Finance Departments to execute special projects (e.g. donor events, all-staff lunches, audit schedules, etc.), as needed

Contribute tostrategies that foster a welcoming and inclusive culture for all staff

Maintain confidentiality and integrity when working with sensitive board information

Demonstrate strong passion for and a desire to humbly reflect and grow in pursuit of our mission

Bring a sense of humor, as we believe joy and justice go hand in hand!

Qualifications

You have a solid mix of the following knowledge, ability, skills and experience:

• 3+ years of related experience where you have managed calendars, communication, and/or expenses for executive staff, Boards, or related teams
• Bachelor’s degree in Business or relevant field (preferred)
• Demonstrated ability to work collaboratively and skillfully in building relationships with peers, teams, and external stakeholders
• Ability to meet deadlines and work well and with composure under pressure in time-sensitive environments
• Experience working with diverse teams, particularly in nonprofit settings, is preferred
• Highly skilled in written English communication with an emphasis on attention to detail and accuracy
• Ability to maintain absolute confidentiality and integrity when working with sensitive employee information and communications
• Ability to meet and maintain required state, federal, local, and CDC standards (including but not limited to fingerprint clearance, negative TB test, First Aid, CPR)
• A deep commitment to aligning all program practices to FACES SF values, especially around equity, inclusion, and belonging for all our stakeholder
• Strong passion for and a desire to humbly reflect and grow in pursuit of our mission
• A sense of humor- we believe joy and justice go hand in hand!

What We Offer

Hourly rate starting at $33.00-$38.00 based on experience

Healthcare premiums 100% paid for employees and 25% paid for dependents

Three weeks of vacation, personal and floating holidays, twelve sick days, ten paid holidays (including one-week winter closure between Christmas and New Year’s) and a day off for your birthday!

A retirement plan with employer match up to 7% of your salary

A chance to positively impact the lives of young children and their families

A fun, dynamic and collaborative working environment

Opportunity to join a movement to achieve educational, economic, and racial justice!

FACES is a welcoming space for all. We embrace diversity in all forms- race, gender identity,sexuality, country of origin, religion, or ability. Candidates with diverse backgrounds are stronglyencouraged to apply. FACES is an Equal Employment Opportunity Employer.