Senior Executive Assistant
- San Francisco, United States
Posted 25 days ago
About the role
Nestled in San Francisco's Excelsior neighborhood on a nine-acre campus, the San Francisco Campus for Jewish Living (SFCJL) is the leading senior services organization in Northern California. Our continuum of care includes: the Frank Residences assisted living and memory care; the Jewish Home and Rehabilitation Center, offering long-term skilled nursing, short-term rehabilitation, an acute geriatric psychiatric unit for adults over the age of 65; and our Foundation.
Founded in 1871 and formerly known as the Jewish Home, our legacy grounds us as our vision propels us forward. Today, we've evolved to support more than 2,500 older adults each year through innovative, comprehensive programs rooted in the Jewish values of compassion, community, and excellence. We are equally proud of our inclusive culture, where 950 team members of diverse faiths and backgrounds work together in shared purpose.
WHY WORK WITH US
- Mission-driven nonprofit organization
- Competitive compensation and comprehensive benefits
- Meaningful work that positively impacts the lives of older adults every day
- Inclusive community, welcoming to all (you do not need to be Jewish to live or work here)
- Supportive, team-oriented environment
- Opportunities for professional growth and development
- Collaborative leadership focused on enhancing the employee experience
POSITION SUMMARY
The Senior Executive Assistant (SEA) reports to the Chief Executive Officer (CEO) and plays a crucial role in supporting the executive team, contributing to the overall success and effectiveness of the San Francisco Campus for Jewish Living (SFCJL). Exceptional organizational skills, discretion, and the ability to handle sensitive information are required. The SEA serves as the primary point of contact for internal and external stakeholders, ensuring the smooth functioning of the executives' office with a proactive and resourceful approach. The SEA can anticipate needs, problem-solve, and execute tasks with efficiency and professionalism.
KEY RESPONSIBILITIES
Board Liaison:
- Serves as the primary point of contact between the Board of Trustees and executive leadership, ensuring clear and timely communication.
- Coordinates Board and committee meetings, including scheduling, agenda development, materials, and follow-up documentation.
- Maintains accurate, organized, and confidential records of Board actions, resolutions, and compliance requirements.
- Supports onboarding and engagement of new Board members, fostering strong and professional relationships.
- Assists with Board retreats, strategic initiatives, and executive-level projects to advance organizational priorities.
- Monitors governance compliance, including Board terms, roles, and adherence to bylaws and policies.
Administrative Support:
- Manages complex executive calendars, schedules appointments, and coordinates meetings for the CEO and CFO.
- Schedules, coordinates, and supports meetings. Documents meeting minutes.
- Troubleshoots minor technical issues for executives as needed.
- Professionally manages phone calls, emails, and written correspondence.
- Prepares documents, reports, and presentations. Has excellent written skills and is familiar with software to support executives' needs.
- Arranges travel itineraries, including flights, accommodations, and transportation.
Communication Liaison:
- Acts as a primary point of contact for internal and external stakeholders, including staff, clients, vendors, board members, and donors. Relays messages and facilitates communication with strong customer service skills.
- Drafts, proofreads, and edits correspondence and other written materials on behalf of the executive team.
- Maintains the highest professional and positive relationships with all contacts, representing the organization in a courteous and professional manner.
Information Management:
- Manages confidential information with discretion and integrity, maintains electronic databases (e.g., PolicyStat) and physical filing systems to ensure organization and accessibility.
- Conducts research, gathers data, and compiles reports as assigned by the executive team
Financial Oversight and Policy Compliance:
- Tracks and ensures the accuracy of financial documentation, billing submissions, and expense-related processes in alignment with organizational policies.
- Oversees the processing of invoices and expense reports, verifying compliance with organizational policies and signature authority guidelines.
- Acts as a liaison between executives and team members to enforce financial procedures and resolve discrepancies.
Administrative Leadership:
- Directly supervises one SFCJL Executive Assistant and is responsible for overseeing their performance.
- Provides guidance and oversight to administrative staff, establishing a dotted-line reporting relationship to campuswide Executive Assistants to ensure consistency in administrative practices.
- Develops and implements standard operating procedures for administrative tasks across departments.
- Mentors administrative personnel, offering training and support to enhance efficiency and professional development.
- Coordinates and project manages compliance, licensing, and regulatory renewal activities by tracking key deadlines and deliverables, partnering with cross-functional teams to ensure timely completion and submission of required documentation.
- Serves as a central point of contact for administrative coordination, promoting effective communication and collaboration among staff.
JOB DETAILS
- Pay Rate: $130,000 - $160,000
- Hours: Full-Time
- Reports To: Chief Executive Officer (CEO)
- Provides Direct Supervision To: Executive Assistant
- Provides Dotted-Line Leadership To: Campus Executive Assistants
REQUIRED QUALIFICATIONS
- Bachelor's degree in Business Administration, Communications, Public Administration, or a related field preferred; or an equivalent combination of education and experience totaling at least eight (8) years.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Teams, SharePoint, OneDrive) and other relevant software applications (e.g., Zoom, DocuSign) with experience maintaining executives' phone, calendar, and travel schedules using Microsoft Office. Ability to learn and troubleshoot new software applications as needs arise.
- Strong communication skills, both written and oral, with the ability to interact effectively with individuals at all levels of the organization.
- Exceptional organizational skills, with the ability to prioritize tasks, manage multiple deadlines, and adapt to changing priorities in a fast-paced environment.
- Discretion and professionalism in handling sensitive information and confidential matters.
- Attention to detail and accuracy in all work activities, ensuring high-quality deliverables and outcomes.
- Ability to work independently with minimal supervision, while also functioning effectively as part of a collaborative team.
- Flexibility and adaptability to accommodate the evolving needs and priorities of the organization.
- Commitment to upholding ethical standards and promoting a positive organizational culture.
PHYSICAL REQUIREMENTS
- Must be able to sit for up to 75% of the workday.
- Must be able to stand and walk throughout the workday.
- Must be able to push and pull up to 20 lbs. unassisted.
- Must be able to lift up to 20 lbs.
- Must be able to bend and reach.
- Must have good manual dexterity for typing and operation of office machinery, including computers.
OUR INVESTMENT IN YOU
Full Benefits (Medical, Dental, & Vision), 403(b) Retirement Plan, Paid Time Off (PTO), Tuition Reimbursement, Commuter Benefits, Weekday Shuttle Services to and from Glen Park Station.