Pacific Coast Staffing has partnered with one of the premier Non Profits in San Francisco in the search for a Senior Administrative assistant / Executive Assistant.

 

General Summary:  Provides administrative support to a minimum of three executive team members with some additional executive support as relevant and appropriate.

 

Essential Responsibilities & Outcomes

 

Work on an administrative team to assist and support the Executive team.   Eteam currently comprised of five executives.  Executive Administrative  eam is team based, whereby Executive Assistant (EA) will have responsibility to provide support to assigned Executives and provide additional support to other Executives.  Report to matrixed management, whereby EA will receive requests and assignments directly from an Executive and from the EA Manager.  Each EA will be encouraged to develop specialty administrative functions.

 

Some of the duties will include:
 

-         Manage complex schedules and calendars, expense reports, intermittent travel. Plan meetings, conference calls or events and proactively ensure that all logistical details are executed upon

 

-         Support efforts of executives with customers, partners, third parties and other company executives and departments, taking on increasingly more complex activities and projects and greater responsibility

 

-         Continuously improve departmental administrative processes and streamline procedures. Determine ways to enhance personal time management. Ensure smooth administrative operations

 

-         Enhance, update, and maintain filing system for the Executive

 

-         Represent the company to donor partners, funders, other departments and staff

 

-         Research, prepare, review, and summarize miscellaneous reports and documents; prepare background documents as necessary for the Executives and brief as appropriate

 

-         Provide follow up to assignments given to staff by the Executives; provide status reports to the Executives

 

-         Manage special projects for the Executives

 

-         Calendaring for complex schedules

 

-         Discreetly handle highly confidential/sensitive information

 

-         Prepare materials and take notes for quarterly Board meetings and other meetings as needed

 

-         Responsible for order and pick-up of lunch for weekly Eteam meeting and lunch or coffee for other possible meetings

 

Required Skills/Traits/Values

 

-         College degree

 

-         High level of discipline and trust necessary

 

-         Creative and strategic problem solver and interest in developing deeper knowledge and expertise in companies' work

 

-         Excellent written and verbal communication skills

 

-         Ability to take initiative and anticipate executive and departmental needs and respond appropriately. Ability to analyze data, make recommendations for improvements, and implement changes

 

-         Strong interpersonal, organization and time management skills, with the ability to prioritize and handle multiple tasks in an extremely fast-paced and constantly changing environment

 

-         Excellent judgment and ability to respond and make recommendations as appropriate on behalf of the Executives

 

-         Strong attention to detail

 

-         Professional presentation and approachable demeanor

 

-         Customer service orientation

 

-         Ability to work independently and in a team environment, managing multiple project or tasks effectively

 

-         High energy, high initiative and an ability to enjoy being challenged

 

-         Ideal candidate will be flexible and adaptable with a friendly attitude, a desire to learn and a good sense of humor and will want to stay at the company and be promoted to increasingly responsible positions

 

-         Expertise with Microsoft Office: Word, Excel, PowerPoint, and Outlook required

 

-         Interest in working in the nonprofit sector

 

 

Preferred Skills

 

-         Bilingual, French or Spanish language skills in addition to English helpful

 

Please forward your resume ATTACHED AS A WORD DOCUMENT for review, then call to discuss.

 

Pete DeGracia

Peted@pacificcoastjobs.com