Executive Assistant, Operations

Executive Assistant, Operations 

Location: San Francisco, CA Department: Operations Type: Regular, Full-Time, Non Exempt Min. Experience:  Intermediate 

The hourly compensation for this full-time position in FY26 is: $50.28/hr.

Organizational Result 

All people living in the San Francisco Bay Area are economically secure, rooted in vibrant communities and engaged in civic life.  

We Value 

Anti-racism, Boldness, Equity, Racial Justice, and being Rooted in Community 

The following sections are designed based on the Results Based Leadership for Racial Equity Framework that the Foundation uses to accomplish our work. As a learning organization, we expect staff to incorporate learning into their core work and the tasks related to the functional position. All staff should expect to devote time to learning activities related to our values and skillset development. People managers should expect to spend a significant amount of time coaching, developing and managing people with the balance of the time for all staff spent on relationship building internally and externally and achievement of outcome goals of role and foundation.  

Position Summary 

The Executive Assistant is responsible for assisting staff with semi-routine and semi-complex administrative or functional activities. May draft correspondence and prepare meeting summaries. Supports senior level leaders and their teams in calendaring, small project management, note taking, invoice processing, organizing events and ensuring overall efficiency of departmental operations.  

The Executive Assistant provides direct support to the Chief Operating Officer and supports the VP of Human Resources and Administration, Sr Director Technology and Director, Grants Administration  

Boundaries 

The Executive Assistant provides day-to-day assistance and overall administrative support to the Operations leadership team. In partnership with the COO, the role provides administrative support to the Board and Committees. Participates in internal communications and training logistics to support the broad learning and engagement strategy. Manages the contract management and approval process in partnership with the COO. Collaborates with key stakeholders with the foundation to support the strategic goals of the Operations Department. 

Authority   

The position works cross-functionally with other assistants at the foundation and across many departments to achieve mutual goals. 

Role   

• COO Support (30%) – Provides daily assistance to the COO including complex calendar management, communication with internal and external constituents, administrative support, and various tasks and projects as needed. 
• Ops Leaders Admin Support (60%) – Provides daily assistance to the other ops leaders including complex calendar management, communication with internal and external constituents, administrative support, and various tasks and projects as needed. 
• Board Liaison (10%) – Collaborates with the COO and board chair to support functions of the board and committees.  

Tasks  

• Calendar & Meeting Management: Prioritize and coordinate schedules of select leaders across teams and act as a gatekeeper with internal and external stakeholders. Support adding key events to the SFF calendar. 
• Travel, Expense & Invoice Coordination: Manage logistics and ensure compliance with processing expenses and travel, manage vendor and contractor payments  
• Document Preparation: Draft memos, presentations, reports, and support in drafting policies. 
• Project Management: Assist with tracking deliverables and deadlines for small departmental projects. Execute conflict of interest process in alignment with organizational procedures.  
• Thought Partnership: Contribute as a thought partner to the COO.  
• Communication Liaison: Serve as point of contact for internal and external stakeholders. Serve as lead Bridge support for Ops team. Serve as support for new hires in Operations  
• Systems integration and training: May assist with systems integration, usage and training of key staff in department. 
• Board support: Board support duties including docket preparation, taking Board and Committee Meeting Minutes, Board Effect/Diligent software management, meeting and retreat coordination, etc.  
• Employee lifecycle support: in collaboration with HR and IT, support key employee lifecycle processes including onboarding, offboarding, and status changes, as needed. 
• Meeting & Event Management: Coordinate leadership offsites, smaller convenings, and recognition efforts. Manage two org-wide events per year in partnership with the Executive Assistant team. Supports Ops retreats, meetings, volunteer activities, etc. 
• Budget Management: Partner with teams to manage approved budget expenses and develop small budgets for projects and events.  

Competencies & Qualifications  

Required: 

• 3+ years of relevant experience. 
• Ability to manage sensitive matters with a high level of confidentiality and discretion. 
• Demonstrated success with managing administrative projects and multiple competing tasks on a tight deadline. 
• Demonstrated tact and diplomacy in interacting with others and good judgment in diverse situations. 
• Highly organized with good decision making and time management skills. 
• Strong written and verbal communication, administrative and organizational skills, good active listening skills, and attention to detail. 
• Intermediate to advanced computer/software skills, including Microsoft 365 (Outlook, Word, PowerPoint, Excel, & Teams) and Zoom.      
• Ability to learn, navigate and manage online platforms, including Fluxx, Qlik Sense, Smartsheet, Salesforce, Blackbaud, and Power Plan    
• Ability to travel locally, as needed. 
• Experience working with boards or other governing entities a plus. 
• Experience providing support to multiple c-suite executives or directors a plus. 

Skills: We are dedicated to building a diverse, inclusive, and authentic workplace, so if you’re excited about this role but your past experience doesn’t align exactly with every qualification in the job description, we encourage you to apply anyway. You may be just the right candidate for this or other roles.    

Compensation: The San Francisco Foundation offers a very competitive total compensation package including base compensation in alignment with our organizational budget size and rich medical and fringe benefits offerings. This position pays $50.28 per hour. You may read more about our compensation philosophy and benefits on the career page.  

Remote Work Policy: The Foundation has adopted a long-term hybrid in-person and remote work policy. Dedicated to its employee health and safety, The Foundation will continue to make decisions in accordance with San Francisco County and California mandates. Employees must reside or plan to relocate within the San Francisco Bay Area.   

Requesting Accommodations: The Foundation is committed to the full inclusion of all qualified individuals. As part of this commitment, The Foundation will ensure that persons with disabilities are provided reasonable accommodations. If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact hr@sff.org. 

The San Francisco Foundation is an equal opportunity employer and encourages people of diverse backgrounds to apply.  

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