Founded in 1871 as the Hebrew Home for Aged and Disabled and previously referred to as the “Jewish Home”, the San Francisco Campus for Jewish Living (SFCJL) has a long and storied history of providing high-quality care to the community’s most vulnerable older adults. Guided by the values and principles of the Jewish tradition, our mission is to enrich the lives of older adults from all faiths and backgrounds.

Situated in the city’s Excelsior neighborhood on a state-of-the-art, nine-acre campus, SFCJL includes the 191-unit Frank Residences assisted living and memory care (open since 2020), and the 375-bed Jewish Home and Rehabilitation Center (JHRC), which has the distinction of being the largest, private, nonprofit distinct-part skilled nursing facility in the state of California. Additionally, our campus includes a short-term acute psychiatric unit, unique for its specialization in mental healthcare for older adults (200 served annually). All combined, SFCJL serves a vibrant and diverse population of more than 2,500 patients and residents annually.

Position Overview:

The Executive Assistant plays a critical role in supporting 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.

Key Responsibilities:

1. Administrative Support:

• Manages complex executive calendars, schedules appointments, and coordinates meetings for up to three leaders. Schedules, coordinates, and supports meetings on behalf of the CEO. 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 and contracts.
• Orders office and other business-related supplies.
• Arranges travel itineraries, including flights, accommodations, and transportation.

2. Communication Liaison:

• Acts as a primary point of contact for internal and external stakeholders, including staff, clients, vendors, board members, and donors. Relays messages and facilitates communication with strong customer service skills.
• Drafts, proofreads, and edits correspondence and other written materials on behalf of the executive team.
• Maintains the highest professional and positive relationships with all contacts, representing the organization in a courteous and professional manner.

3. 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.

4. 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 the executive team.
• Manages the organization’s document storage program in collaboration with appropriate internal stakeholders.
• Assists the Trustee & Community Engagement Officer with Board-related administrative duties, when needed.

Qualifications:

• Bachelor's degree and greater than 8 years proven experience as an executive assistant, preferably supporting C-level executives.
• 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.

Pay is commensurate with experience, 86K - 107K