Executive Assistant II

TITLE: Executive Assistant II


REPORTS TO: Chief Operating Officer and Chief Financial Officer


STATUS: Regular, Full-Time


FLSA STATUS: Exempt


WAGE RANGE: $95,347 - $103,760 annually


GRANT FUNDED: No


UNION POSITION: No


LOCATION: 201 Eddy Street, San Francisco CA 94102


SCHEDULE: Hybrid; Four days on-site, one day remote


SUMMARY
Under the direct supervision of the Chief Operating Officer and Chief Financial Officer, the Executive Assistant is responsible for providing administrative and operational support to the Chief Operating Officer and Chief Financial Officer.


ESSENTIAL DUTIES

• Provide sophisticated calendar management for COO and CFO. Prioritize inquiries and requests while troubleshooting conflicts; make judgments and recommendations to ensure smooth day-to-day engagements.

• Complete broad variety of administrative tasks that facilitate the COO and CFO's ability to effectively lead the organization. Includes assisting in special projects, designing and producing complex documents, reports and presentations; collecting and preparing information for meetings with staff and outside parties; composing and preparing correspondence; maintaining contact lists; making travel arrangements; and completing expense and mileage reports.

• Act as liaison and provide support to the COO and CFO. Arrange and handle logistics for meetings and events; schedule meetings; draft agendas, develop, compile, and distribute presentation materials; and record meetings minutes as requested.

• Serve as primary point of contact for internal and external clients on all matters pertaining to the COO and CFO

• Work closely with COO and CFO to keep well informed of upcoming commitments and deadlines. Anticipate COO and CFO's needs in advance of meetings, conferences, etc.

• Coordinate, along with other administrative assist(s), all Executive Management Team meetings and retreats and assist with staff meetings and events as needed.

• Follow up on contacts made by the COO and CFO to cultivate ongoing relationships.

• Excellent organizational skills and attention to details.

• Excellent interpersonal and communication skills, both verbal and written.

• Strong ability to execute work with a diversity, equity, and inclusion lens.

• Ability to work independently and keep pace with a fast-moving Chief Operating Officer and Chief Financial Officer.

• Ability to analyze and solve problems

• Ability to prepare clear, accurate and concise records, business correspondence and reports

• Ability to perform highly detailed work on multiple and concurrent tasks under pressure

• High degree of professionalism in dealing with diverse groups of people, including Board members, senior leadership, staff, community leader and vendors.

• Ability to maintain high level of confidentiality, discernment, and judgment.

• Excellent computer skills.

• Ability to lift up to 10 pounds occasionally

• Significant executive support experience, including supporting C-level executives. Nonprofit board experience is highly preferred.

• Expert proficiency Microsoft Office

• Technical proficiency and problem-solving skills related to cloud-based environments (web-based applications)

• Exceptional organizational skills and impeccable attention to detail

• Strong verbal and written communication skills