Executive Assistant, Philanthropy and Gift Planning

San Francisco Foundation; San Francisco (CA); Hybrid; USD 50,000 - 60,000; Full time

Job summary

The San Francisco Foundation is seeking an Executive Assistant for its Philanthropy & Gift Planning department. This role involves supporting the Chief Philanthropy Officer and assisting with various administrative tasks including calendar management and project tracking.

Candidates should have at least 3 years of experience in a similar role, strong organizational and communication skills, and a passion for fundraising. The position offers hourly compensation of $50.28 and a hybrid work policy.

Qualifications

• 3+ years of relevant experience in an administrative role.
• Experience working with donors, development, or fundraising.
• Ability to manage sensitive matters with confidentiality.

Responsibilities

• Provide daily assistance to the Chief Philanthropy Officer.
• Manage calendar and meeting coordination for department leads.
• Support PGP leaders with administrative tasks.

Skills

Calendar Management

Communication

Organization

Project Management

Administrative Support

Tools

Microsoft 365

Salesforce

Smartsheet

Job description

Executive Assistant, Philanthropy & Gift Planning

Location: San Francisco, CA

Department: Philanthropy & Gift Planning

Type: non-exempt

Minimum Experience: Intermediate

Hourly Compensation (FY26): $50.28/hr.

Organizational Result

All people living in the San Francisco Bay Area are economically secure, rooted in vibrant communities and engaged in civic life.

We Value

• Anti-racism
• Boldness
• Equity
• Rooted in Community

The following sections are designed based on the Results Based Leadership for Racial Equity Framework that the Foundation uses to accomplish our work. As a learning organization, staff are expected to incorporate learning into their core work and the tasks related to the functional position. All staff should devote time to learning activities related to our values and skillset development. People managers should spend a significant amount of time coaching, developing, and managing people, balancing that time with relationship building internally and externally and achievement of outcome goals of the role and foundation.

Position Summary

The Executive Assistant, Philanthropy & Gift Planning, is part of the Philanthropy & Gift Planning (PGP) department, which is responsible for engaging donors to raise funds and move resources into the community. The position reports to the Chief Philanthropy Officer (CPO) and is responsible for assisting staff with semi-routine and semi-complex administrative or functional activities. The role supports senior level leaders and their teams with calendaring, small project management, invoice processing, supporting events, and ensuring overall efficiency of departmental operations. This role helps shape team culture, and successful candidates will be proactive, accountable, and have a passion for working in fundraising, development, and/or philanthropy.

The Executive Assistant provides direct support to the Chief Philanthropy Officer and supports the Senior Director, Gift Planning; Senior Director, Philanthropic Services; and Director, Donor Operations & Strategy.

Boundaries

The Executive Assistant provides day-to-day assistance and overall administrative support to the PGP leadership team. In partnership with the CPO, the role provides administrative support to the PGP Committee of the board, communicates with major donors for scheduling and other correspondence, and collaborates with key stakeholders within the foundation to support the strategic goals of the PGP Department.

Authority

The position works cross-functionally with other assistants at the foundation and across many departments to achieve mutual goals.

Role

• CPO Support (50%) – Provides daily assistance to the CPO, including complex calendar management, communication with internal and external constituents, administrative support, and various tasks and projects as needed.
• PGP Leaders Admin Support (50%) – Provides daily assistance to the other PGP leaders, including complex calendar management, communication with internal and external constituents, administrative support, and various tasks and projects as needed.

Tasks

• Calendar & Meeting Management: Prioritize and coordinate schedules of department leads and act as a scheduling liaison with internal and external stakeholders, including adding key donor engagement and fundraising events to appropriate calendars across the organization.
• Travel, Expense & Invoice Coordination: Manage logistics and ensure compliance with processing expenses and travel, manage vendor and contractor payments.
• Contract management: Manage process for contract approval for all PGP contracts in Salesforce.
• Document Preparation: Draft memos, presentations, reports, and correspondence.
• Project Management: Assist with tracking deliverables and deadlines for small departmental projects.
• Thought Partnership: Contribute as a thought partner to the CPO.
• Communication Liaison: Serve as the point of contact for internal and external stakeholders. Serve as support for new hires in PGP.
• Backup support for key PGP functions: Trained to be able to provide backup support for Donor Services hotline and gift processing.
• Board & committee support: Board committee support duties including PGP Committee docket preparation, meeting minutes, meeting coordination. Provide administrative support to the Professional Advisor Council, including meeting preparation and coordination, meeting minutes, and RSVP tracking.
• Internal PGP meeting support, including team retreat: Supports PGP retreats, meetings, volunteer activities, etc. With the CPO, coordinate calendar of topics and staff engagement at PGP team meetings.
• Event support: Support donor events as needed, including RSVP tracking, registration management including nametag production, and other event support as needed.
• Budget Management: Partner with teams to manage approved budget expenses and develop small budgets for projects and events.

Competencies & Qualifications

• 3+ years of relevant experience
• Experience working with donors, development, or fundraising
• Ability to manage sensitive matters with a high level of confidentiality and discretion
• Demonstrated success with managing administrative projects and multiple competing tasks on a tight deadline
• Demonstrated tact and diplomacy in interacting with others and good judgment
• Highly organized with good decision making and time management skills
• Strong written and verbal communication, administrative and organizational skills, good active listening skills, and attention to detail
• Ability to learn, navigate and manage online platforms, including Salesforce and Smartsheet
• Ability to travel locally, as needed
• Experience providing support to multiple executives or directors and above

Technical abilities and skills

• Intermediate to advanced computer/software skills, including Microsoft 365 (Outlook, Word, PowerPoint, Excel, & Teams) and Zoom
• Ability to learn, navigate and manage online platforms, including Fluxx, Qliksense, Smartsheet, Salesforce, Blackbaud, and Power Plan

We are dedicated to building a diverse, inclusive and authentic workplace, so if you’re excited about this role but your past experience doesn’t align exactly with every qualification in the job description, we encourage you to apply anyway. You may be just the right candidate for this or other roles.

Compensation

The San Francisco Foundation offers a very competitive total compensation package including base compensation in alignment with our organizational budget size and rich medical and fringe benefits offerings. This position pays $50.28 per hour. You may read more about our compensation philosophy and benefits on the career page.

Remote Work Policy

The Foundation has adopted a long-term hybrid in-person and remote work policy. Dedicated to its employee health and safety, the Foundation will continue to make decisions in accordance with San Francisco County and California mandates. Employees must reside or plan to relocate to California if hired.

Requesting Accommodations

The Foundation is committed to the full inclusion of all qualified individuals. As part of this commitment, the Foundation will ensure that persons with disabilities are provided reasonable accommodations. If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact [e-mail].

The San Francisco Foundation is an equal opportunity employer and encourages people of diverse backgrounds to apply.

Equal employment opportunity, including veterans and individuals with disabilities.