Executive Assistant

EXECUTIVE ASSISTANT

Employment Type: Full Time

Compensation: $105,570/annually

Priority Application Deadline: Sunday, March 17, 2024, at 11:59 pm

Hamilton Families

Our mission is to end family homelessness in the San Francisco Bay Area. Established in 1985, Hamilton Families is San Francisco's leading service provider to homeless families, with carefully designed programs to prevent homelessness, provide shelter and stability, return families to permanent housing, and support the well-being of children experiencing homelessness. We currently operate these programs across five sites in San Francisco, and in recent years have partnered with organizations such as the Giants, Google, Salesforce, Twitter, Airbnb, government officials, and the wider Bay Area community. For more information, visit www.hamiltonfamilies.org.

Position Overview

Reporting to the Chief Executive Officer, the Executive Assistant provides a wide range of administrative support to and executes special projects for and on behalf of the CEO and Board of Directors. The ideal candidate will be skilled at communicating successfully with a variety of stakeholders and will possess the following skills and qualities: resourcefulness, confidentiality, and initiative, excellent people skills, superior written and verbal communication abilities, the ability to work both collaboratively and independently, and the ability to effectively multi-task.

Primary Duties and Responsibilities

Support the Chief Executive Officer

• Support the CEO by coordinating, monitoring, and following up on activities, researching and providing information, preparing correspondence, handling telephone calls, sending and receiving messages and information, making travel arrangements, taking minutes of meetings, preparing reports, files, and other similar activities
• Manage CEO calendar and provide "gatekeeper" and "gateway" roles, creating win-win situations for direct access to CEO's time and office
• Manage all CEO communication both internally and externally; prepare communication and research for the CEO, including but not limited to letters, organizational updates, memos, articles, external presentations and grant materials as needed
• Ensure that the CEO is as efficient and effective as possible by keeping them well informed of upcoming commitments and responsibilities, anticipating their needs and providing operational and administrative support
• Accompany the CEO to meetings as necessary, capture all information, and manage follow-up actions and communications
• Maintain the strictest level of confidentiality with respect to organizational information
• Represent the organization to community partners, stakeholders, and the public at meetings, conferences, etc. as directed by the CEO
• Provide administrative support at monthly meetings of the organization's leadership team; attend all full BOD meetings
• Execute special projects on behalf of the CEO as assigned

Board Liaison

• Assist the CEO in relations with and support of the Board of Directors by maintaining current board rosters, assisting board members as needed, scheduling and coordinating meetings, preparing agendas, minutes and related documents, ordering food and securing a meeting space, and ensuring compliance with agency Bylaws, the San Francisco Nonprofit Public Access Ordinance and other requirements
• Organize board files and documentation, ensure materials are up to date
• Manage board governance and adherence to by-laws, and city ordinances
• Support board member onboarding and exiting

Support the Executive and Leadership Teams

• Support the Executive and Leadership teams by facilitating meetings, coordinating, monitoring and following up on internal priorities, communicating relevant information, taking minutes of meetings, preparing reports, files, and other similar activities
• Assist members of the Executive and Leadership teams with internal projects in any capacity as needed
• Move internal cross-departmental projects forward, making sure the appropriate parties receive the information they need for effective decision making
• Act as a liaison between the Executive and Leadership teams to ensure both groups are receiving the information they need to carry out their responsibilities

Qualifications, Skills and Abilities

• BA/BS and minimum 5 year's experience in social service, non-profit, administration, or related field
• Administrative experience at the leadership level required
• Able to maintain a flexible work schedule as needed
• Proven ability to work independently and adept at handling multiple tasks simultaneously
• Exceptional organizational and time-management skills; able to successfully meet deadlines
• Self-directed; able to take initiative and to work successfully as a project leader or team member
• Excellent written and verbal communication skills; strong ability to communicate successfully across all levels of the organization
• Highly proficient with Microsoft Office (Outlook, Word, Excel, PowerPoint, Outlook, etc.)
• Sensitivity to the needs of families experiencing homelessness; able and willing to work with diverse staff and program participants
• Criminal background check and fingerprint imaging required post offer
• TB (tuberculosis) clearance and documentation required post-offer
• Essential job functions include using a telephone and working at a standard computer terminal; able to perform job duties with reasonable ergonomic accommodations; able to sit and stand for long intervals, reach, bend, lift and carry up to 40 pounds, and walk up and down several flights of stairs several times every shift