Executive Assistant

About Us
Nestled in San Francisco's Excelsior neighborhood on a nine-acre campus, the San Francisco Campus for Jewish Living (SFCJL) is a leading senior services organization in Northern California, providing older adults with comprehensive and innovative care that fosters purpose, dignity, and joy. The campus houses Frank Residences, assisted living and memory care, the Jewish Home and Rehabilitation Center, an acute geriatric psychiatric unit, and the Jewish Home and Senior Living Foundation.

For more than 150+ years, we have fully embraced aging in a community rooted in Jewish values of compassion, connection, and excellence, proudly serving over 2,500 individuals each year from all faiths and backgrounds.

Position Overview
The Executive Assistant plays a critical role in supporting members of the executive team and contributing to the overall success and effectiveness of the organization. Exceptional organizational skills, discretion, and the ability to handle sensitive information are required. The EA is a primary point of contact for internal and external stakeholders and ensures the smooth functioning of the executives' office with a proactive and resourceful approach. The EA can anticipate needs, problem-solve, and execute tasks with efficiency and professionalism.

Essential Job Functions

• Administrative Support:

• Manages complex executive calendars, schedules appointments, and coordinates meetings for up to two leaders. Schedules, coordinates, and supports meetings on behalf of the Chief Operating Officer and Director of Marketing. Documents meeting minutes.

• Professionally manages phone calls, emails, and written correspondence.
• Prepares documents, reports, and presentations. Has excellent written skills and is facile with software to support executives' needs.
• Facilitates the processing of invoices, credit card statement reconciliation, and contracts.
• Orders office and other business-related supplies.
• Sort and distribute mail for executive team.
• Arranges travel itineraries, including flights, accommodations, and transportation.
• Assists the Senior Executive Assistant with scheduling and other administrative duties as needed.
• Performs a variety of other administrative tasks as assigned related to organizational, regulatory, and communication.
• Provides support or coverage to other EAs on campus, as needed.

• Other duties as assigned.

• Meeting and Onboarding Support:

• Coordinates Operations Directors and Medical Staff Meetings, including scheduling, agendas, minutes, and meeting setup.

• Maintains up-to-date list of Medical Staff and Medical Directors.
• Provides logistics and setup support for Board, Committee, and Executive Leadership meetings.

• Provides onboarding support for new employees to ensure they have necessary tools and resources.

• Project Coordination:

• Assists in the planning, coordination, and execution of special projects and events, providing logistical support and administrative assistance as needed. Collaborates across departments to support project needs.

• Prepares project-related documentation, including agendas, meeting minutes, and progress reports.

• Information Management:

• Manages confidential information with discretion and integrity, maintains electronic databases (e.g. PolicyStat) and physical filing systems to ensure organization and accessibility. Conducts research, gathers data, and compiles reports as assigned by leadership.

• Manages the organization's document storage program in collaboration with appropriate internal stakeholders.

Qualifications

• Bachelor's degree and minimum 3 years proven experience as an executive assistant.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Teams) and other relevant software applications (e.g. Zoom, DocuSign) with experience maintaining executives' phone, calendar and travel schedules using Microsoft Office. Ability to learn and troubleshoot new software applications as needs arise.
• Strong communication skills, both written and oral, with the ability to interact effectively with individuals at all levels of the organization.
• Exceptional organizational skills, with the ability to prioritize tasks, manage multiple deadlines, and adapt to changing priorities in a fast-paced environment.
• Discretion and professionalism in handling sensitive information and confidential matters.
• Attention to detail and accuracy in all work activities, ensuring high-quality deliverables and outcomes.
• Ability to work independently with minimal supervision, while also functioning effectively as part of a collaborative team.
• Flexibility and adaptability to accommodate the evolving needs and priorities of the organization.
• Commitment to upholding ethical standards and promoting a positive organizational culture.

Physical Demands

• Must be able to sit for up to 75% of the workday.
• Must be able to stand and walk throughout the workday.
• Must be able to push and pull up to 20 lbs. unassisted.
• Must be able to lift up to 20 lbs.
• Must be able to bend and reach.
• Must have good manual dexterity for typing and operation of office machinery including computers.

Compensation & Benefits

• Pay rate: $45/hr - $50/hr
• Comprehensive health, dental, and vision insurance
• Retirement plan with employer contributions
• Paid time off and holidays