Executive Assistant II

SupportFinity™; Palo Alto (CA); Hybrid; USD 90,860 - 100,956; Full time

Job summary

SupportFinity™ is seeking an Executive Assistant II to provide critical administrative support to the CEO. This position requires exceptional organizational skills, attention to detail, and the ability to manage multiple tasks efficiently while maintaining a high level of professionalism.

The ideal candidate will handle the CEO’s calendar, assist in special projects, and act as a liaison to the Board of Directors and other clients. This role is based in San Francisco, with a mix of onsite and remote work.

Qualifications

• Experience supporting C-level executives, preferably in a nonprofit context.
• Proficiency with cloud-based environments and relevant applications.

Responsibilities

• Manage the CEO's email and calendar effectively.
• Assist in special projects and document preparation.
• Act as liaison for internal and external clients.
• Coordinate meetings and events for the Executive Management Team.

Skills

Excellent organizational skills

Attention to detail

Communication skills

Problem-solving skills

Professionalism

Computer proficiency

Education

Significant executive support experience

Expert proficiency in Microsoft Office

Job description

Executive Assistant II

Reports to: Chief Executive Officer

Department: Executive Management

Status: Regular, Full-Time (40 hours/week)

FLSA Status: Exempt

Wage Range: $90,860 - $100,956 annually

Grant Funded: No

Union Position: No

Location: 201 Eddy Street, San Francisco CA 94102

Schedule: 4 days onsite; 1 day remote

Summary

You will work in close collaboration with the Chief Executive Officer (CEO) providing administrative and operational support. This role requires a high degree of organizational skills, attention to detail, and the ability to manage multiple tasks efficiently. The individual in this position serves as a crucial support system for the CEO, playing a role in day-to-day operations, communication, and strategic initiatives. Additionally, the proactive nature of the support, such as anticipating needs and cultivating relationships, highlights the importance of being proactive and forward-thinking in this role.

Essential Duties

• Manage the CEO’s email and calendar. Prioritize inquiries and requests while troubleshooting conflicts; make judgments and recommendations to ensure smooth day-to-day engagements.
• Complete a broad variety of administrative tasks that facilitate the CEO leadership role.
• Assist in special projects, design and produce complex documents, reports, and presentations.
• Collect and prepare information for meetings, compose correspondence, maintain contact lists, make travel arrangements, and handle expense and mileage reports.
• Act as liaison and provide support to the CEO. Arrange and handle logistics for meetings and events, including scheduling, drafting agendas, preparing presentation materials, and recording meeting minutes.
• Act as liaison and provide support to the Board of Directors. Arrange and handle logistics for Board meetings and events; schedule meetings; draft agendas, develop, compile, and distribute presentation materials; and record meetings minutes on behalf of Board Secretary. Adhere to compliance with applicable rules and regulations set in bylaws regarding Board matters.
• Serve as primary point of contact for internal and external clients on all matters pertaining to the CEO.
• Work closely with the CEO to stay informed of upcoming commitments and deadlines. Anticipate the needs of the CEO’s advance meetings, conferences, etc.
• Coordinate Executive Management Team meetings in collaboration with others.
• Follow up on contacts made by the CEO to cultivate ongoing relationships.

Qualifications

Required Skills

• Excellent organizational skills and attention to detail.
• Ability to handle multiple tasks concurrently, including highly detailed work.
• Excellent interpersonal and communication skills, both verbal and written.
• Professionalism in dealing with diverse groups of people, including Board members, senior leadership, staff, community leaders, and vendors. Ability to work independently and keep pace with a fast-moving CEO.
• Ability to analyze and solve problems.
• Ability to perform highly detailed work on multiple tasks under pressure.
• High degree of professionalism maintaining confidentiality, discernment, and judgment.
• Excellent computer skills which include proficiency in office productivity tools, project management software and relevant applications.
• Ability to lift up to 20 pounds occasionally.

Minimum Qualifications

• Significant executive support experience, including supporting C-level executives. Nonprofit board experience is highly preferred.
• Expert proficiency in Microsoft Office.
• Technical proficiency and problem-solving skills related to cloud-based environments (web-based applications).
• Exceptional organizational skills and impeccable attention to detail.
• Strong verbal and written communication skills.

Equal Opportunity Employment

Tenderloin Neighborhood Development Corporation is an Equal Opportunity Employer. In compliance with the San Francisco Fair Chance Ordinance (August 13, 2014), all qualified applicants with criminal histories will be considered for the position.