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Executive Assistant

2 months ago

Oakland, United States First Place for Youth Full time
Job DescriptionJob Description

First Place For Youth-Join Our Team Video

*This position is a temporary assignment for up to 3 months with the possibility to convert to fulltime permanent.


Are you dedicated to empowering and supporting youth, regardless of their background? We're searching for passionate individuals to make a positive impact on the lives of foster youth. Become an integral part of their transformative journey and join the First Place for Youth team.

About First Place for Youth We’re a leading non-profit organization dedicated to supporting foster youth in their transition to adulthood, with a focus on education, employment, and housing. We believe that all young people deserve the opportunity to thrive and lead successful, independent lives. Our comprehensive programs empower foster youth to overcome the unique challenges they face and build the skills, confidence, and connections they need to succeed.

Why Work at First Place for Youth:

  • Meaningful Impact:  Help to transform the lives of foster youth on the cusp of adulthood. Your role will support them in their journey to conquer challenges, achieve independence, and fulfill their aspirations.
  • Innovative Approach: We thrive on innovation, pushing the boundaries of foster care support. Your voice here matters, and you’ll contribute to programs that redefine the futures of these young lives.
  • Collaborative and Supportive Environment: Embrace a dynamic and supportive workplace, where every team member is valued. Together, we're a force dedicated to uplifting youth. Expect professional growth, fueled by teamwork and collaboration.
  • Comprehensive Benefits: We value the well-being of our employees and offer a comprehensive benefits package. From health and wellness benefits to retirement plans, we ensure that our team members are taken care of so they can focus on their important work supporting foster youth.
  • Culture of Diversity and Inclusion: We celebrate diversity in every form. At First Place for Youth, inclusivity reigns, creating a workplace where all voices are heard, respected, and empowered.

POSITION SUMMARY: The Executive Assistant will provide high-level executive and administrative support to the Chief Executive Officer (CEO), and will complete a wide array of duties, requiring a high degree of accuracy and independent judgment. The Executive Assistant will provide the CEO with high-level information management support by handling information requests, drafting correspondences and presentations, researching, preparing for site visits, and coordinating meetings. This person will also support the CEO and the Executive Team with administrative tasks like scheduling meetings, expense reports and travel. This role will report to the Chief of Staff (COS). In partnership with the COS, the Executive Assistant will work to prioritize tasks in alignment with organizational goals and initiatives and provide administrative support on long-term projects. This person will work with staff across the agency, tracking and documenting key meetings and supporting the development of materials for them, including for quarterly Board of Directors meetings. This position is ideal for someone who is eager to support a results-driven nonprofit and to work closely with leadership across multiple departments. In order to be effective in this role, this person will need to maintain an understanding of the organization’s strategy, stakeholders, and current priorities. This position is a hybrid, combining both in-office and remote work. The Executive Assistant must be present in the office at least once a week, though the frequency might increase due to reasons such as the CEO's timetable, trainings, face-to-face meetings, or shifts in company policies. The number of days in the office can vary from week to week depending on the needs of the role and the organization. Additionally, there will be occasional requirements to work during evenings and weekends for meetings or events.

Essential Duties and Responsibilities: Include the following. Other duties may be assigned.

  • Provide executive assistance and high-level information management support to the CEO by handling information requests, drafting correspondences and presentations, researching, and coordinating calls and meetings. Track follow-up items from meetings and ensure completion.
  • Manage CEO’s calendar, travel, and expense reports.
  • Provide high-level administrative support to the Executive Team (comprised of six C-level staff) by assisting with scheduling, expense reports and travel.
  • Prepare for site visits, meetings, and events with internal and external stakeholders including funders, other provider agencies and community partners.
  • Work with staff across the agency and with Board of Directors, tracking and documenting key meetings and supporting the development of meeting materials such as agendas, summary reports, and PowerPoint presentations.
  • Management of Board of Directors meeting logistics, material preparation, and documentation.
    1. Quarterly full-board meetings
    2. Ongoing Committee and Task Force meetings
  • Coordinate planning and manage day-of logistics for virtual and in-person staff meetings.
  • Answer and respond to phone calls; communicate messages and information to the CEO.
  • Attend and take minutes at weekly Executive Team meetings and monthly Leadership Team meetings.

Qualification and Requirements: include the following. Other duties may be assigned.

  • BA Degree & minimum 3+ years of experience supporting C-suite executive required.
  • Previous experience working with nonprofit or youth-serving organization preferred.
  • High level of initiative and personal accountability for the quality and impact of work.
  • Ability to coordinate multiple meetings, tasks, and priorities concurrently.
  • Strong time management and ability to multi-task, handling complex situations in a fast-paced environment while maintaining good sense of humor, patience, and tact.
  • Strong oral and written communications skills that can be deployed with a wide array of stakeholders with diverse perspectives and styles.
  • Acute attention to detail in communications and scheduling.
  • Ability to function effectively under pressure and meet time parameters.
  • Professional demeanor and ability to exercise discretion and maintain confidentiality.
  • Proactive, friendly, cooperative, and flexible demeanor.
  • Willingness to work collaboratively, but with capacity to work independently.
  • Must be able to work on a computer for up to 40 hours per week. Proficiency with Microsoft Office applications including MS Word, Excel, and PowerPoint, Project and Outlook required.
  • Computer/Software skills.
  • Availability for occasional evening and weekend work and some travel as needed.
  • Commitment to cultural competency and diversity – Deep commitment to social justice and systems change that addresses barriers based on race, ethnicity, sexual orientation or gender identity.

*We do not offer relocation assistance Local candidates preferred

*Pay will be determined based on Education and Experience.

If you are passionate about making a difference in the lives of transition age foster youth and want to join a dynamic and impactful organization, we invite you to apply. Together, let's empower transition age foster youth to achieve their dreams and build a brighter future. To learn more about First Place For Youth and view our current job openings, please visit our website at www.firstplaceforyouth.org/careers.

We are unable to sponsor work visas now or in the future.

First Place will consider qualified applicants with a criminal history pursuant to the California Fair Chance Act, the San Francisco Fair Chance Ordinance, and applicable law. You do not need to disclose your criminal history or participate in a background check until a conditional job offer is made to you. Find out more about the Fair Chance Act by visiting the California Civil Rights Department Fair Chance Act webpage or reviewing this guidance provide by the City of San Francisco. For additional information regarding your rights, please also review the Summary of Your Rights Under the FCRA.