Executive Assistant

AGENCY OVERVIEW

From fires to the pandemic, adoption to end-of-life care, and everything in between, Jewish Family and Children’s Services is a community resource to meet the many challenges individuals and families face. With over 40 programs and services supporting home care for seniors, therapy for children, youth volunteer programs, services for people with disabilities, and so much more.

OUR CAREER OPPORTUNITY

JOB TITLE: Executive Assistant
REPORTS TO: Executive Director
EMPLOYMENT TYPE: Full-time, with benefits
JOB LOCATION: San Francisco, CA

The Executive Assistant is responsible for providing day-to-day, comprehensive, high-level administrative support to the Executive Director, Board Leaders, and Board Committee Members. This position will expedite the flow of work through the Executive Director’s office, executing significant discretion and judgment in matters of importance in the operation of an administrative unit. As the Executive Director’s trusted assistant/partner, the Executive Assistant provides a high-level emotional intelligence, self-motivation, and strong analytical skills.

BENEFITS:

  • Be part of a financially stable nonprofit with a long and rich history
  • Be part of a large multi-faceted organization serving 120,000 people with over 40 programs
  • Make positive differences in the lives of thousands of individuals and families we serve each year
  • 16 holidays total (Includes 10 federal holidays & up to 6 Jewish holidays each year)
  • Employer 403(b) retirement Match and Additional Employer Contribution (Subject to eligibility requirements)
  • 3 weeks’ vacation & 2 weeks’ sick time per year
  • Cafeteria Plan
  • Salary Range $100,000 – $110,000

WHAT YOU’LL DO:

  • Acts as a first point contact for the ED, 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
  • Acts as the ED’s trusted and confidential assistant/partner
  • Identifies issues that could impact the successful execution of the ED’s commitments and proactively elevates issues about which the ED should be aware and framing/positioning ideas to resolve problems/mitigate risk and identify alternative means of handling pressing issues
  • Works closely with the ED to manage and support both internal and external projects and events and in some cases may be identified as the project manager. Has as a major responsibility supporting the E.D. on several key projects, including the proposed Rhoda Goldman Plaza integration and the new Holocaust Center
  • Helps, leads, maintains, and tracks progress on internal initiatives, provides documentation support at meetings, and serves as point-person as directed by the ED
  • Provides written drafts of correspondence, reports and e-mail announcements and other communications for approval by the ED
  • Prepares and distributes documents for the ED from dictation or handwritten drafts as well as outgoing mail, contracts and other materials as requested
  • May communicate on behalf of the ED ranging from regular organizational updates, and follow-up correspondence
  • On behalf of the ED, serves as the primary liaison by providing support to the Board of Directors
  • Manages and hosts internal and external meeting logistics with various stakeholders, including sending meeting invitations and reminders, hospitality logistics, taking meeting notes, tracking RSVP’s, forward movement, action items and next steps
  • Ensures overall communication needs between Board and the ED are met; relationship management
  • Handles routing of confidential employment documents, letters of hire and other HR documents between the HR Director and the ED
  • Provides assistance in the timely processing of employee performance reviews of ED’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
  • Provides administrative support and office administration tasks as needed, including reception coverage at 2150 Post when required
  • Coordinates reception logistics for visitors and guests for the Executive Office
  • Interfaces effectively with colleagues at all levels of the organization and represent JFCS effectively with all external constituents demonstrating an understanding of the JFCS structure and practices, mission, vision, and core values
  • Collaborates and works closely with the AED Executive Assistant and other staff that may lend support to the Executive office
  • Provides back up coverage and takes on tasks and projects in the absence of the AED Executive Assistant

QUALIFICATIONS:

  • Bachelor’s degree strongly preferred
  • 5 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 Leadership and Committees, agency officials, and all levels of the organization
  • Ability to partner with the Executive Director 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
  • Top-level detail, organizational, and analytical skills required with little room for error
  • Maintain absolute discretion and confidentiality
  • Knowledge of Jewish traditions and culture preferred
  • Demonstrated advanced proficiency in Microsoft Office Applications (Excel, Word, PowerPoint, and Outlook)
  • Demonstrated community relations and public relations competence required
  • Ability to work well under pressure, and to respond flexibly and resourcefully to the workload fluctuations inherent in the position, essential
  • Strategic, and facilitative that requires focus and flexibility, diplomacy and discretion, leadership, and initiative
  • Must have received or be willing to receive the COVID-19 vaccination by date of hire to be considered

EXCITED TO APPLY?

https://recruiting.paylocity.com/recruiting/jobs/Details/1460632/Jewish-Family-and-Childrens-Services/Executive-Assistant

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.

***LOCAL CANDIDATES ONLY.  NO RELOCATION OFFERED FOR THIS ROLE***

EQUAL OPPORTUNITY EMPLOYER

JFCS is an equal opportunity employer. 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.

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.