Mission-Driven Executive Assistant to CEO & CFO

Ultimate Staffing; San Francisco (CA); On-site; USD 70,000 - 95,000; Full time

Job summary

Ultimate Staffing in San Francisco, CA is seeking an Executive Assistant to support the CEO and CFO in a fast-paced nonprofit environment. The role requires discretion, exceptional organization, calendar management, travel coordination, and the ability to prepare reports and meeting materials.

You will coordinate board meetings, manage stakeholder communications, assist with budgeting and grant tracking, and help drive operational projects across departments while maintaining confidential

Qualifications

• Bachelor's degree or equivalent combination of education and experience.
• 5+ years of experience supporting C-level executives, preferably in nonprofit, healthcare, mental health, or social impact.
• Advanced proficiency with Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, and Teams.
• Exceptional organization, communication, and time management skills.
• Ability to handle highly confidential and sensitive information with discretion.
• Strong project coordination and problem-solving capabilities.
• Experience managing multiple priorities while meeting deadlines.

Responsibilities

• Manage complex calendars, schedules, and meeting coordination for the CEO and CFO.
• Prioritize appointments and ensure effective time management across competing priorities.
• Coordinate domestic travel arrangements, itineraries, and expense reporting.
• Prepare correspondence, presentations, reports, agendas, and meeting materials.
• Monitor and manage executive email communications, flag urgent matters and draft responses.
• Serve as gatekeeper and primary point of contact for internal and external stakeholders.
• Assist with Board of Directors meetings, committee meetings, and leadership team meetings.
• Prepare board packets, meeting agendas, minutes, and follow-up action items.
• Coordinate logistics for board events, retreats, and strategic planning sessions.
• Maintain confidential board and governance records.
• Support the CFO with administrative aspects of budgeting, financial reporting, grant tracking, and audit preparation.
• Assist in managing contracts, invoices, vendor relationships, and expense documentation.
• Coordinate operational projects and track deadlines across departments.
• Maintain organized electronic and physical filing systems.
• Develop and maintain project dashboards, reports, and status updates.
• Coordinate communication with donors, community partners, funders, and external organizations.
• Support special events, fundraising activities, and community engagement initiatives.

Skills

Calendar management

Executive support

Organization

Communication

Discretion

Project coordination

Stakeholder management

Education

Bachelor's degree or equivalent

Tools

Microsoft Office

Outlook

PowerPoint

Excel

Teams

Job description

Ultimate Staffing in San Francisco, CA is seeking an Executive Assistant to support the CEO and CFO in a fast-paced nonprofit environment. The role requires discretion, exceptional organization, calendar management, travel coordination, and the ability to prepare reports and meeting materials.

You will coordinate board meetings, manage stakeholder communications, assist with budgeting and grant tracking, and help drive operational projects across departments while maintaining confidential