Executive Assistant to the Executive Office

Executive Assistant to the Executive Office

AGENCY OVERVIEW :

For nearly 175 years, Jewish Family and Children’s Services of San Francisco, the Peninsula, Marin and Sonoma Counties has served the Bay Area’s children, families, and older adults.

As the problem-solving center for our community, JFCS is the oldest and largest family services institution in the United States, serving more than 120,000 people annually who are facing life transitions and personal crises.

JFCS has earned a national reputation as a leader in developing research-based social services and educational programs that strengthen individuals, families, and community.

POSITION SUMMARY :

Under the supervision of the Associate Executive Director, the Executive Assistant is responsible for providing day-to-day, comprehensive, high-level administrative support to the Executive Office, Board Leaders, and Board Committee Members as assigned.

This position will expedite the flow of work through the Executive office, executing significant discretion and judgment in matters of importance in the operation of an administrative unit.

COMPENSATION AND BENEFITS :

• Salary Range : $100,000-$115,000 (depending on experience)
• Employment Type : full-time, exempt position with benefits
• Employer 403(b) retirement match plus additional employer contribution (subject to eligibility)
• Cafeteria plan with medical, dental, vision, FSA, Employer-paid life, and disability insurance
• 16 holidays (10 federal and up to 6 Jewish holidays), annually
• 3 weeks of vacation and 2 weeks of sick leave, annually

ESSENTIAL JOB DUTIES AND RESPONSIBILITIES :

Acts as a first point contact for the Executive Office, answering questions and furnishing information whenever possible, representing the Executive Director as a good-will ambassador, expediter, and facilitator of workflow.

Maintains strategic calendar management and coordinating meetings, speaking engagements, travel calendar and other appointments for the ED and AED

• Is a trusted and confidential assistant / partner to the executive leadership. Identifies issues that could impact the successful execution of the ED’s and AED’s commitments and proactively elevates issues about which the ED or AED should be aware and framing / positioning ideas to resolve problems / mitigate risk and identify alternative means of handling pressing issues
• Works closely with the AED to manage and support both internal and external projects and events and in some cases may be identified as the project manager.

Helps, leads, maintains, and tracks progress on internal initiatives, provides documentation support at meetings, and serves as point-person as directed by the AED

Provides written drafts of correspondence, reports and e-mail announcements and other communications for approval by the ED, AED, and executive leadership.

Prepares and distributes documents for the executive office from dictation or handwritten drafts as well as outgoing mail, contracts and other materials as requested

Serves as executive team liaison and provides support for Board of Directors, Board Committees, Lay Leadership task forces as assigned, including acting as the key point of contact between lay leaders and the Executive office.

Manages and hosts internal and external meeting logistics with various stakeholders, including trainings, gatherings, staff-level meetings, or other events as assigned, including scheduling, reserving rooms, preparing announcements and agendas, tracking RSVPs, arranging for food service, and taking, preparing, and distributing meeting minutes.

Ensures overall communication needs between the committee members and lay leaders and the Executive office are met; relationship management

Handles routing of confidential employment documents, letters of hire and other HR documents between the HR Sr. Director and the ED and AED.

Aids in the timely processing of employee performance reviews of ED’s and AED’s supervisees, and other HR-related correspondence for the ED, as needed.

In coordination with the HR team, assists with the onboarding activities for executive team roles

REQUIREMENTS :

• Five years of experience supporting executive-level or senior management roles, including complex scheduling, managing projects and Board of Directors interface
• High level of interpersonal skills and judgment to handle sensitive and confidential situations with tact and poise
• Proven ability to work independently and make sound judgments on a day-to-day basis regarding assigned and ad hoc duties with very limited or absence of direction from the Executive Director
• Ability to discern and communicate with the highest level of tact and diplomacy, both verbally and in writing to members of the Board of Directors, the Executive Leaderships and Committees, agency officials, and all levels of the organization
• Ability to partner with the ED and AED to understand nuances, appropriate protocol, and specific preferences of the Executive, and execute on the level of support required / expected
• Ability to follow complex written and verbal instruction. Very strong attention to detail and ability to multi-task and quickly pivot and adapt in a busy and fast-changing work environment
• Demonstrated advanced proficiency in Microsoft Office Applications (Excel, Word, PowerPoint, and Outlook)

To be considered for this position, you must meet the requirements and competencies listed above. Application materials will be reviewed as they are received and well-qualified candidates will be contacted for an interview.

EXCITED TO APPLY?

All qualified applicants are encouraged to apply, including minorities, women, veterans, and disabled individuals. Qualified applicants with arrest and / or conviction records will be considered for employment in a manner consistent with Federal, state and local laws, including but not limited to the San Francisco Fair Chance Ordinance.

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, sexual orientation, gender identity, protected veteran, or disability status.

JFCS is an Equal Opportunity Employer.

The above statements are intended to describe the general nature and level of work being performed. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of employees so classified.