Executive Assistant to CEO

Executive Assistant to CEO

Location : San Francisco, CA (Hybrid. In office 2-3 days / week)

Summary

The Executive Assistant to the CEO is the CEO’s right-hand person to ensure that they are well-prepared, well-informed, and able to fulfill their role seamlessly, as the face of the organization .

This position is responsible for organizing all of the administrative aspects of the CEO Office , anticipat ing and head ing off problems, relationship - building with a variety of internal and external stakeholders , and applying excellent judgment and discernment to deliver exceptional support to the CEO and , by extension, the CEO Office at large and Executive Leadership Team.

This role reports to the CEO’s Chief of Staff (dotted line to CEO) and interacts with the senior-most stakeholders within Room to Read, as well as with the B oard of D irectors, donors, and external partners .

Duties include owning and managing the CEO’s calendar including schedul ing and preparing for speaking engagements , events and meetings , managing all logistics and associated for significant international travel, and work ing on special projects as needed .

The preferred location for this position is in San Francisco with the expectation to be in the office as needed; however, other locations will be considered for the right candidate.

What You’ll Do

Executive Support

Stay in-tune with senior team members’ needs and priorities, including scheduling and travel, exercising initiative and independent judgement.

Act as gatekeeper, time advocate, and liaison, creating efficiency and balance for CEO's schedule.

Efficiently manage and schedule meetings, calls, and appointments, while also being proactive in ensuring there is ample time for strategic planning and important tasks related to the day to day.

Prioritize conflicting needs and tracking t o-dos , handle matters expeditiously, and follow through on projects to successful completion, often with deadline pressures .

Book flights, hotels, and ground transportation for business trips, while handling complex itineraries across different time zones.

Support with other associated travel logistics as needed.

Submit and reconcile expense reports in a timely manner.

Handle routine correspondence and communications on behalf of the executive office.

Format, review and proofread documents and presentations.

Meeting Support

Develop and manage a genda s for weekly CEO team meetings, recording minutes and handling follow-up actions as needed.

Coordinate internal and external meetings , including but not limited to , board meetings, team meetings, off-site s , one-on-ones, speaking engagements, and liaising with CEO’s personal assistant to incorporate personal engagements to calendar .

Anticipate meeting needs including coordinating and preparing materials, reviewing and securing options for space, ensuring technology resources, food and beverage service, providing guest access to the building, and hosting arrivals , in collaboration with local staff and resources .

Relationship Management

Build and maintain relationships with key stakeholders, including donors, alumni and board members , as well as other executive assistants .

Act as a liaison among departments, ensuring effective communication and collaboration. Act as a leader amongst other executive assistants ensuring strong coordination across the Executive Leadership Team.

Be a culture-contributor and team player : exhibit Room to Read’s core-values, highlight and celebrate important team cultural / career moments and be seen as an approachable member of the CEO team.

Project Coordination

Work closely with CEO, helping drive cross-functional projects and associated timelines.

Work with the CEO Team and Executive Leadership Team to facilitate the deliverables on key executive staff projects.

Qualifications

Required :

5 + years of experience as an Executive Assistant supporting C-suite or senior executives

Adaptable and able to work with limited information and ambiguity

Strong self-starter who can take a task and run with it with limited supervision from the executive

A proactive approach to problem-solving, helping to anticipate problems and / or needs

Able to maintain absolute confidentiality

Creative problem solver able to think in unexpected way s

The ability to build strong relationships and a personal network throughout the company and with external stakeholders (both in-person and remotely)

Excellent calendar management skills, including the coordination of sophisticated meetings

Highly skilled and organized in ability to design, track and execute administrative activities and processes

Polished and professional work style that exhibits clear, effective and empathetic communication style

Excellent proofreading skills with strong knowledge of grammar and spelling

Expert with all MS office suite applications

Preferred :

Experience in Board and C-suite technical applications to improve productivity and brand ( Zeck, Enhanced Teams, ChatGPT, Co-Pilot for Office)

Experience in content creation, presentations, and design for corporate communications and social media

We Offer :

Compensation : The salary range for this role is $76,753 to $91,235. Compensation may vary depending on several factors including, but not limited to, experience, skill set, and relevant education or certifications.

100% employer-paid premiums for medical, dental, and vision coverage

22 days of PTO + 11 paid holidays

Immediate enrollment in a 401(k) plan with up to a 6% match

Certified Great Place to Work

About Room to Read :

Room to Read is proud to be an equal opportunity employer committed to identifying and developing the skills and leadership of people from diverse backgrounds.

EOE / M / F / Vet / Disabled

Location(s)

Global Office - Main - San Francisco

To be successful at Room to Read, you will also :

• Have passion for our mission and a strong desire to impact a dynamic nonprofit organization
• Be a proactive and innovative thinker who achieves results and creates positive change
• Have a very high level of personal and professional integrity and trustworthiness
• Embrace diversity and a commitment to collaboration
• Thrive in a fast-paced and fun environment

Room to Read is proud to be an equal opportunity employer committed to identifying and developing the skills and leadership of people from diverse backgrounds.

EOE / M / F / Vet / Disabled