Executive Assistant, Office of the CEO

Company: San Francisco Foundation
Location: Hayward
Posted on: October 30, 2025

Job Description:

Job Description Executive Assistant Office of the CEO Location: San Francisco, CA Department: Department: Office of the CEO, Type: Regular, Full Time, Exempt Min. Experience: Intermediate The Semi-monthly (per pay period) compensation for this position in FY26 is: $4,493.42 per pay period 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 (EA) provides high-level administrative and strategic support to the CEO and Office of the CEO, ensuring seamless coordination of the CEO’s calendar, meetings, communications, and priorities. Serving as a key liaison between the Office, the Board of Trustees, and internal and external stakeholders, the EA plays a critical role in enhancing the effectiveness of executive operations. This position requires confidentiality, exceptional organizational skills, discretion, and the ability to manage complex and competing priorities in a fast-paced, dynamic environment. The EA schedules executive meetings, drafts correspondence, prepares meeting materials, leads project management, tracks budgets, oversees special projects and supports event coordination. The ideal candidate communicates with confidence and professionalism across all levels, demonstrates meticulous attention to detail, and consistently anticipates needs and solves problems with agility and foresight. A natural learner and trusted partner, the EA embraces technology, listens actively, writes clearly, and contributes to a culture of excellence and responsiveness. Boundaries The Executive Assistant is one of the first points of contact for the Office of the CEO and organization. This role requires frequent interaction with internal departments, external partners, and other executive offices, always maintaining a high level of confidentiality and professionalism. The role must be creative and enjoy working in an environment that is mission-driven, results-driven, and community-oriented. The ideal individual can exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills. The Executive Assistant will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion. The Executive Assistant provides high-level administrative support to more than one senior leader, ensuring seamless coordination, communication, and execution of daily operations. This role requires exceptional organizational skills, discretion, and the ability to manage competing priorities across different leadership styles and functions. Authority The Executive Assistant is entrusted with coordinating directly with internal and external stakeholders on behalf of the CEO and organization. This includes managing communications, scheduling engagements, and ensuring timely follow-up on key priorities while coordinating with staff as appropriate. The EA is expected to exercise discretion and sound judgment when handling confidential information and representing the Office of the CEO in a professional and responsive manner. The Executive Assistant also oversees the management of the CEO’s and Office of the CEO schedule and other administrative responsibilities related to the Office. The role is part of the Office of the CEO and engages with each team of the organization, Board members, and external constituents. Role The Executive Assistant plays a central role in supporting the daily operations and strategic initiatives of the Office of the CEO. By managing the CEO’s calendar, preparing briefing materials, and assisting the Director with cross-functional coordination, the EA helps maintain the momentum of executive leadership. This role is essential to ensuring the Office of the CEO remains focused on high-impact activities and organizational goals. The EA must be flexible, adaptable, and able to manage multiple priorities. The Executive Assistant’s overall purpose is to facilitate the work of the institution's top administrator to the greatest extent possible. Flexibility, multi-tasking, and adaptability are key to success in this role. Tasks Calendar, Travel & Meeting Management In partnership with Director of CEO Affairs, strategically plan and coordinate the CEO’s schedule, serving as both gatekeeper and gateway to optimize time and align with organizational priorities. Maintain and update the CEO’s calendar in a fast-paced environment, adapting to shifting priorities and preferences. Collaborate with Executive Assistants across the organization to align Senior Leadership Team calendars and support cross-functional initiatives. Manage all aspects of meetings and events, ensuring logistics are accurate and complete, including locations, contact details, links, and access codes. Prepare briefing materials, agendas, and follow-up documentation in coordination with internal teams and external stakeholders. Track and manage follow-ups to ensure all meeting commitments are completed and communicated effectively. Arrange travel and accommodations for the Office of the CEO, including detailed itineraries, agendas, and meeting preparation. Project & Operations Management Lead and support special projects for the Office of the CEO, including those with cross-functional or organizational impact. Manage and track projects and tasks using appropriate systems, ensuring visibility, accountability, and timely execution. Communicate project status and shifting priorities clearly, while resolving conflicting demands with professionalism. Prepare and submit expense reports for the Office of the CEO. Support budget management in partnership with the Director of CEO Affairs, including dashboards, forecasts, and reporting. Manage all aspects of event management for the Office of the CEO when hosting onsite meetings, convenings, etc. Executive Communications Communicate on behalf of the CEO with Board members, donors, staff, and external stakeholders. Serve as a trusted liaison between the Office and internal departments, fostering smooth communication and collaboration. Draft and manage confidential correspondence and communications, coordinating with the Marketing and Communications team, COO, and others as needed. Manage the Office’s inbox with discretion and efficiency, ensuring timely responses and prioritization of key communications. Stakeholder Engagement & Relationship Management Support board relationship management and stewardship in partnership with CEO and organization Maintain accurate stakeholder information in contact databases, including Salesforce, to support relationship tracking and engagement. Executive Awareness & Strategic Coordination Keep office informed of upcoming commitments and responsibilities, ensuring timely follow-up and coordination. Prioritize and follow up on incoming issues and concerns addressed to the CEO, including those of a sensitive or confidential nature, determining appropriate responses or referrals. Work closely and effectively with the CEO and Director of CEO Affairs to ensure all parties are well-informed of upcoming commitments, responsibilities, and follow-ups. Competencies & Qualifications Minimum of 5 years of experience supporting C-level executives, preferably within a mission-driven organization. Willingness and the ability to support more than one stakeholder simultaneously. Exceptional organizational skills with the ability to manage and prioritize multiple tasks seamlessly, while maintaining strong attention to detail. High emotional intelligence and interpersonal skills, with a demonstrated ability to build trusted relationships across diverse stakeholders including staff, board members, donors, and external partners. Excellent written and verbal communication skills, with the ability to represent executive leadership professionally and confidently. Proactive problem-solver with sound decision-making capabilities and a forward-thinking mindset. Highly resourceful and collaborative team player, with the ability to work independently and adapt to competing demands. Proven ability to handle confidential information with discretion and maintain a high level of professionalism and responsiveness. Demonstrated ability to meet high performance goals and manage deadlines in a fast-paced environment. Strong proficiency in Microsoft 365 (Outlook, Word, PowerPoint, Excel, Teams), Salesforce and Zoom Ability to learn and navigate online platforms such as Fluxx, Qlik Sense, Smartsheet, Raiser’s Edge, Power Plan, and social media tools. 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.

Keywords: San Francisco Foundation, Hayward , Executive Assistant, Office of the CEO, Administration, Clerical , Hayward, California