Executive Assistant

Location: South San Francisco, CA, California Schedule: Full-Time | Non-Exempt | Hybrid Department: Finance & HR Reports to: CFO Pay Range: $38.46 - $43.27/HR The salary range for this position is $38.46- $43.27 an hour for employees hired in the Bay Area. The pay range provided in this job posting represents the typical range or starting rate for candidates hired within the Bay Area region. Candidates hired in other California locations may have different starting salaries based on cost of living and market data variations. Factors that may be used to determine your actual starting salary include your education, experience, knowledge, skills, abilities, the market data for your work location, and internal comparisons to other employees in similar roles. Your Opportunity Are you interested in being part of positive changes in child welfare services? Founded in 1975 with locations across California, Aspiranet is a trusted neighbor, partner and care provider that exists to help families thrive. With personalized care, Aspiranet offers a unique blend of services including foster family support, residential care, adoption services, and services for foster youth transitioning to adulthood, mental health services, intensive home-based care, and community-based family resources. We celebrate our values of respect, integrity, courage and hope through our work, and most importantly, our people. Aspiranet staff gain inspiration from human connection and understand that success is the product of teamwork. We seek champions for our mission and those committed to excellence. Your Future Team When you work for Aspiranet, you join a committed team whose efforts positively affect children and families. Your Impact The Executive Assistant - Finance & Human Resources serves as a senior executive administrative partner to the Chief Financial Officer (CFO) and Chief Human Resources Officer (CHRO), providing equal executive-level support across both functions. This position combines high-level executive assistance with strategic coordination, organization, project management, and cross-functional collaboration. The Executive Assistant anticipates executive needs, manages complex and competing priorities, coordinates information and workflows, and ensures commitments, decisions, and key initiatives are effectively organized and advanced. Working closely with the CFO, CHRO, and other internal stakeholders, this position serves as an important coordination point across the executive functions. The Executive Assistant helps create alignment between executives and their leadership teams by ensuring meetings are well organized, information is prepared appropriately, action items are tracked, deadlines are monitored, and communication flows effectively across departments. The position regularly handles confidential financial, employment, organizational, and executive information and requires exceptional judgment, discretion, professionalism, executive presence, and the ability to operate independently. Duties and Responsibilities Serve as the senior administrative and organizational partner to the CFO and CHRO, providing equitable support to both executives while proactively managing calendars, meetings, priorities, deadlines, commitments, competing demands, and coordinating the timely submission of invoices for processing. Anticipate executive needs and ensure the CFO and CHRO are appropriately prepared for meetings, decisions, presentations, and organizational initiatives by coordinating agendas, reports, presentations, background information, and other executive-level materials. Coordinate Finance and Human Resources leadership activities and executive-sponsored initiatives, including scheduling and organizing leadership meetings, preparing materials, documenting key decisions and action items, monitoring deadlines, and supporting consistent follow-through. Establish and maintain effective organizational systems for executive priorities, projects, commitments, and deliverables, providing visibility into outstanding actions and proactively identifying scheduling conflicts, dependencies, deadlines, and matters requiring executive attention. Serve as a liaison between the CFO and CHRO and their respective teams, consultants, vendors, and other internal and external stakeholders, helping facilitate timely communication, coordination, and resolution of administrative and organizational needs. Collaborate closely with others to coordinate executive calendars, leadership meetings, activities, cross-functional projects, and organization-wide priorities. Prepare, edit, organize, and maintain executive-level correspondence, presentations, reports, meeting materials, organizational information, trackers, and other documentation while ensuring materials are professional, accurate, appropriately organized, and ready for executive use. Maintain highly confidential financial, employment, leadership, and organizational information with discretion and sound judgment, ensuring sensitive information and executive records are appropriately maintained, shared, and protected. Support Board of Directors activities as assigned. Exercise independent judgment in managing day-to-day executive administrative needs, determining priorities, resolving scheduling and coordination issues, and identifying matters requiring escalation while remaining adaptable to changing organizational and executive priorities. Performs other duties as Qualifications High school diploma required; associate or bachelor's degree in business administration, communications, human resources, finance, or a related field preferred. Demonstrated experience providing high-level administrative support to executives, and Board members in a complex and highly regulated workplace. Demonstrated ability to manage complex executive calendars, competing priorities, confidential information, leadership meetings, projects, and cross-functional initiatives with a high degree of accuracy and independence. Strong experience preparing executive communications, reports, presentations, meeting materials, organizational documents, and tracking tools. Demonstrated ability to collaborate effectively with various internal and external stakeholders. Proven ability to anticipate executive needs, exercise independent judgment, maintain confidentiality, organize complex information, and ensure consistent follow-through on executive priorities. Experience supporting Finance, Human Resources, or other corporate administrative functions is preferred. Excellent written and oral communication skills. A detail-oriented team player with strong organization and planning skills and ability to manage multiple tasks and priorities in a high-volume and fast-paced leadership Advanced computer proficiency with Microsoft Office suite, Project Management software, Zoom and SharePoint. Ability to handle confidential material with the utmost Ability to represent and act on behalf of assigned executives. Perform work in a hybrid capacity, traveling occasionally as needed to perform essential job functions. Meet all state required conditions of employment as set forth by Community Care Licensing for a Licensed Community Care facility; i.e. Fingerprint and Child Abuse Index clearance. Why Aspiranet? Competitive compensation, comprehensive benefits package, and a 403(b) retirement plan with employer matching. Access to the free Aspiranet Employee Perks Program. Enjoy exclusive discounts on entertainment, travel, wellness, pet care, gym memberships, theme parks, and more Flexible Hybrid Schedule. Enjoy the mix of remote and in-office work, supporting work-life balance Flexible paid time off including 11 paid holidays, 10 vacation days, 10 sick leave days, two diversity days, and paid birthday time off. Access to our employee assistance program including 24/7 crisis line; up to 6 counseling sessions per issue. Training opportunities are available to support your ongoing development and career aspirations. Collaborate in a supportive, inclusive, and mission-aligned culture. Opportunity to lead meaningful initiatives that support employee wellbeing. Physical Demands The physical demands and work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. In accordance with the Americans with Disabilities Act (ADA), reasonable accommodations may be made to enable qualified individuals with disabilities to perform these essential functions. This position typically operates in a standard office environment. The noise level is generally quiet and remains within OSHA's established safety levels at all times. Equal Employment Opportunity Aspiranet is an equal opportunity employer that recognizes the value of diversity. We believe a diverse workforce within a culture of Inclusion, Diversity, Equity, and Access (IDEA) increases creativity, innovation, problem-solving, and teamwork for the youth and families that we serve and the organization as a whole. Aspiranet strives to provide our employees with a workplace that is welcoming, inclusive of differing world views, cultures, and lived experiences. #J-18808-Ljbffr