Office Manager / Executive Assistant

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

Office Manager/Executive Assistant

Become a Part of the Child Advocates of Silicon Valley Team

Child Advocates works to ensure every foster child in Silicon Valley, who has been abused, neglected and/or abandoned, has the nurturing support and resources needed to thrive. We are looking for people who put children first. People whose compassion leads to hard work and impact. At Child Advocates, it’s about each person bringing skills and passion - their best - so that we can be there for every foster child.

About the Role

We’re looking for an Office Manager/Executive Assistant to join our administration team. This role will ensure smooth day-to-day operations, including facilities management, vendor coordination, and general workplace upkeep. The Office Manager/Executive Assistant will also provide executive administrative and scheduling support to the CEO, helping to manage calendars, meetings, special projects and Board of Directors needs. They will also oversee all office vendors, supplies, and processes to maintain an efficient and welcoming work environment. Additionally, they serve as the main point of contact for staff and visitors, supporting both organizational needs and executive priorities.

How You’ll Have an Impact

The Office Manager/Executive Assistant will be responsible for:

• 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

• Coordinating recurring office and administrative activities, including staff recognition, gift card distribution, deposits and incoming funds, and other general administrative needs
• Making deposits and logging incoming funds when needed

Agency Support

• Participating in agency events and activities
• Participating in agency projects and initiatives
• Completing all other duties as assigned by the Chief Executive Officer and/or Associate Director of Operations

What We’re Looking For

Experience

• 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 working within or supporting the foster care system preferred

Skills

• Demonstrated ability to manage multiple tasks and projects of varying complexity concurrently
• Demonstrated ability to handle sensitive and confidential information with discretion
• Demonstrated advanced proficiency in Google Workspace, Zoom, and other online platforms and administrative systems
• Strong problem-solving and troubleshooting skills, with the ability to independently research and resolve day-to-day operational and technology issues
• Excellent interpersonal, verbal and written communication skills
• Demonstrated ability to manage details accurately and follow through on responsibilities in a fast-paced organization
• Demonstrated ability to work effectively both independently and as part of a team
• Demonstrated ability to establish effective working relationships with individuals at various levels of responsibility, including Board members, staff, vendors, and community partners
• Bilingual, Spanish-speaking preferred

Important Details

Supervisor: Associate Director of Operations

Status: Full-time, non-exempt

Location: In person, in office – San Jose, California

Salary range: $34.13/hr - $37.01/hr – Salary commensurate with experience, informed by the Fair Pay for Northern California Nonprofits Compensation & Benefits Survey Report.

Benefits: Full medical, dental, vision coverage for the employee; holidays; and paid time off (PTO).

Applicants must be able to work a variety of hours, including evenings and weekends.

Applicants must have a valid California Driver’s License and current automobile insurance.

Applicants must be able to successfully pass a formal background check: FBI, DOJ, CACI, DMV.

Applicants must be able to complete CASA Volunteer pre-service training within six months of hire.