Administrative Assistant to the Chief Impact Officer and Vice President of Programs 

The Semi-monthly (per pay period) compensation for this position in FY24 is: 

$3,466 per pay period

Location: San Francisco, CA Department: Community Impact Type: Regular, Full-Time, Non-Exempt
Minimum Experience: Intermediate

Organizational Result: 

All people living in the San Francisco Bay Area are economically secure, rooted in vibrant communities and engaged in civic life.

We Value: 

Anti-racism, Boldness, Equity, Racial Justice, and being Rooted in Community 

The following sections are designed based on the Results Based Leadership for Racial Equity Framework that the Foundation uses to accomplish our work. As a learning organization we expect staff to incorporate learning into their core work in addition to the tasks related to the functional position. All staff should expect to devote time to learning activities related to our values and skillset development. People managers should expect to spend a significant amount of time coaching, developing, and managing people with the balance of the time for all staff spent on relationship building internally and externally and achievement of outcome goals of role and foundation.

Position Summary 

The Assistant provides clerical and administrative support to assigned staff. Assistants are typically responsible for scheduling meetings, maintaining detailed records, organizing events, and ensuring overall efficiency of office operations. May be responsible for processing invoices and project management of limited scope projects.

Boundaries

The Administrative Assistant to the Chief Impact Officer (CIO) (80%) and Vice President of Programs (VPP) (20%) is critical for the success of SFF’s equity agenda by providing day-to-day administrative assistance and support to the CIO and VPP, both within the Foundation and to the Bay Area community and beyond.

Authority

The Administrative Assistant to the CIO (80%) and VPP (20%) position is part of the CIO team within the Community Impact Department. This role heavily engages with all teams within the San Francisco Foundation and serves as a strong external-facing ambassador, supporting the CIO and VPP. 

Role

The Administrative Assistant to the CIO (80%) and VPP (20%) serves as a strong internal and external point of contact for the CIO and VPP to external partners, funders, and civic leaders by providing support in the following areas: 

• Administrative support, such as scheduling, note taking, meeting planning and tracking, event planning, travel arrangements, project management, proofing, and responding to internal and external inquiries. 

• Financial management support, including processing expense reports, contract assistance, invoicing, and payments. 

Tasks

ADMINISTRATIVE SUPPORT 

• Calendar management, including scheduling with internal staff and external partners, travel arrangements, and written email and phone correspondence with SFF staff, funders, partners, and grantees.

• Management of zoom and space arrangements including for the monthly CI department meetings and for external meetings, as assigned. 

• Provides oversight for accuracy on Community Impact Department documentation requiring CIO and VPP approval, including requests for reimbursements and payments, consultant contracts, and vendor invoices.

• Oversees contracts and invoices related to the CIO and VPP operating budgets. Review and tracking of annual organizational memberships within the CIO and Community Impact Department operational budgets.

• Tracking assignments/commitments for the CIO and VPP.

• Assists in inputting data and completing Sales Force inquiries.

• Assists with intradepartmental and interdepartmental projects and requests as assigned by the CIO and VPP, including marketing and communication and donor relations activities. Work collaboratively with and act as a liaison between other Foundation departments in executing administrative processes. Respond to intra-office and public inquiries as assigned.

• Prepares presentation materials/PowerPoints as needed for internal and external presentations.

• Participates in staff meetings, professional development activities, internal committees, and cross-departmental projects as appropriate.

CONVENING/MEETING SUPPORT

• Primary responsibility for managing all logistical aspects of meetings and convenings as requested by the Chief Impact Officer. Tasks include but are not limited to:

• vendor negotiation, ongoing communication with speakers and attendees, 

• coordination with Marketing and Communications to staff as appropriate, day-of-meeting management, and 

• monitoring expenditures and final payment of invoices. 

SPECIAL PROJECTS

• Provides administrative and coordination of specific tasks as assigned by the CIO and VPP for ongoing or time-limited projects.

Competencies & Qualifications  

• 2 to 5 years of professional administrative support experience 
• Demonstrated success with:

* Ability to manage multiple competing high-priority tasks within tight deadlines

* managing a high volume of incoming requests for a range of internal and external partners 

* Relationship-oriented; ability to create and maintain relationships with diverse SFF staff, stakeholders, including funders, community members, non-profit partners, and public sector staff.

* Ability to effectively communicate both verbally and in writing, in person and virtually.

• Experience with budgets and financial tracking preferred.

• Demonstrated commitment to racial equity and economic inclusion. 

• Experience with a nonprofit organization, private or community foundation or philanthropic organization

• Experience in the Bay Area working with diverse communities and constituencies preferred

• Intermediate to advanced computer/software skills, including Microsoft 365 (Outlook, Word, PowerPoint, Excel, & Teams) and Zoom.

• Ability to learn, navigate and manage online platforms, including Fluxx, Qliksense, grant making and CRM systems, SmartSheets, Salesforce, and PowerPlan

We are dedicated to building a diverse, inclusive and authentic workplace, so if you’re excited about this role but your past experience doesn’t align exactly with every qualification in the job description, we encourage you to apply anyway. You may be just the right candidate for this or other roles.

Compensation: The San Francisco Foundation offers a very competitive total compensation package including base compensation in alignment with our organizational budget size and rich medical and fringe benefits offerings. This position pays $3,466 per pay period. You may read more about our compensation philosophy and benefits on the career page.

Remote Work Policy: The Foundation has adopted a long-term hybrid in-person and remote work policy. Dedicated to its employee health and safety, The Foundation will continue to make decisions in accordance with San Francisco County and California mandates. Employees must reside or plan to relocate to California if hired.

Requesting Accommodations: The Foundation is committed to the full inclusion of all qualified individuals. As part of this commitment, The Foundation will ensure that persons with disabilities are provided reasonable accommodations. If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact hr@sff.org. 

The San Francisco Foundation is an equal opportunity employer and encourages people of diverse backgrounds to apply.

PM21