Executive Assistant & Office Operations Lead

Child Advocates of Silicon Valley; San Jose (CA); On-site; USD 71,000 - 77,000; Full time

Benefits offered by this job

Full medical benefits

Dental coverage

Vision coverage

Paid time off (PTO)

Job summary

Child Advocates of Silicon Valley is seeking an Office Manager/Executive Assistant to support the CEO and manage day-to-day operations in San Jose, CA. This in-person role oversees facilities, vendors, board coordination, and staff communications to maintain a welcoming, organized workplace.

The candidate will manage calendars, travel, meeting materials, and staff inquiries, while ensuring compliance with board processes and internal SOPs.

Qualifications

• Minimum education of two years of college or equivalent.
• At least five years of office management, executive support, or administrative leadership.
• Nonprofit experience or comparable experience.
• Experience with foster care system preferred.

Responsibilities

• Managing the CEO’s calendar, including scheduling meetings and appointments, coordinating RSVPs and meeting logistics, arranging refreshments and materials, taking and distributing meeting notes, and tracking follow-up and action items.
• Coordinating CEO travel, reservations, mileage and expense reporting, and other executive administrative needs.
• Preparing agendas, presentations, slide decks, meeting materials, and other documents for the CEO and organizational meetings, and providing meeting technical support, including managing Zoom and screen sharing.
• Coordinating Board of Directors and Board committee meetings, including scheduling, RSVPs, meeting materials, communications, logistics, and follow-up.
• Maintaining Board records, including rosters, terms, meeting documentation, archives, and supporting new Board member onboarding.
• Managing daily office operations, including office supplies, mail and deliveries, shared spaces, meeting rooms, and general workplace organization, ensuring a professional, organized, and welcoming environment for staff, guests, and stakeholders.
• Overseeing facilities-related needs, including building maintenance, office security, repairs, and other workplace needs, and communicating relevant updates to staff.
• Managing vendor relationships, coordinating service appointments, maintaining vendor information and records, and tracking work through completion.
• Maintaining administrative systems, standard operating procedures, templates, shared files, contact lists, and other organizational resources.

Skills

Calendar management

Executive support

Communication

Confidentiality

Multitasking

Team collaboration

Bilingual Spanish

Education

Two years of college

Nonprofit or equivalent experience

Tools

Google Workspace

Zoom

G Suite

CRM systems

Job description

Child Advocates of Silicon Valley is seeking an Office Manager/Executive Assistant to support the CEO and manage day-to-day operations in San Jose, CA. This in-person role oversees facilities, vendors, board coordination, and staff communications to maintain a welcoming, organized workplace.

The candidate will manage calendars, travel, meeting materials, and staff inquiries, while ensuring compliance with board processes and internal SOPs.