Description

Do you love animals just as much as people and wish you could help both? If so, serving approximately 300 heart-centered, animal-loving team members may be your next dream job.

Our staff is full of individuals just like you who found their dream job; marrying their love for animals with their skills in service. We work together to support one another while discovering and implementing new ways to wow the community with our services.

Here for animals since 1868, the SF SPCA is one of San Francisco’s most enduring and respected nonprofit organizations. We are an independent non-profit supported entirely by our community. At the San Francisco SPCA, we offer care and protection to animals in need, and we believe all cats and dogs (and the people who love them) deserve access to high-quality veterinary care. As the largest animal shelter in the SF Bay Area and the first cageless animal shelter established in the U.S., we are transforming the way pet guardians and their beloved furry family members access lifesaving resources.

Through our public hospital, shelter hospital, adoptions center, advocacy programs, and offsite community medicine clinics, we are reaching beyond ordinary care models to provide new, innovative pathways to service. At the SF SPCA, we are ensuring that access to care means access for all. Veterinary medical and non-medical professionals alike seek out the SF SPCA as their preferred employer knowing their contributions will truly make a difference for both people and animals.

The role: 

The Executive Assistant is a service-oriented assistant who is responsible for performing a variety of high-level administrative duties, which may necessitate discretion and diplomacy, in support of the Senior Executive Team (SET) at the SF SPCA. 

Reporting to the Senior Executive Assistant, this position serves various SET members including the Chief Financial Officer, Chief People Officer, Chief Medical Officer, and Chief Rescue & Welfare Officer. Therefore, this position requires a professional, organized self-starter with the ability to interact with internal and external clients at all levels in a fast-paced administrative environment. A proactive work ethic, the ability to anticipate needs, strong decision-making skills, attention to detail, effective time management, and excellent communication and organizational skills are a must. 

• Calendar Management: Coordinate and manage executive calendars, schedule meetings, and ensure timely reminders for appointments.
• Administrative Support: Provide comprehensive administrative support, including drafting correspondence, preparing reports, and handling confidential information with discretion.
• Communication: Serve as a point of contact between executives and internal/external stakeholders, ensuring clear and efficient communication at all times.
• Travel Coordination: Arrange travel itineraries, accommodations, and other logistics for executive team members.
• Meeting Coordination: Organize and coordinate meetings, prepare agendas, take minutes, and follow up on action items.
• Document Management: Maintain and organize electronic and physical files, ensuring accurate record-keeping and easy retrieval of information.
• Special Projects: Assist with special projects, research, and presentations as assigned by the executive team.
• Board of Directors Support and Liaison: supports the content development and production of materials regularly distributed to the Board (i.e. quarterly meeting books, minute book, and onboarding materials).
• Community Outreach and Donor Cultivation: Proactively supports solid donor, civic, and other professional relationships on behalf of the CEO and, as needed, the Senior Executive Team. Oversees the scheduling, coordination and logistics for donor meetings and visits. 
• Schedule Requirements: This position will primarily be Monday – Friday during typical daytime hours. However, it will require schedule flexibility for occasional night and weekend work. 

Education and Experience (Required):

• Bachelor's Degree. 
• 5 years of experience supporting C-level executives, preferably in a non-profit organization. 
• Experience interfacing with high-profile clients and business professionals. 

Knowledge, Skills and Abilities:

• Self-starter with the ability to work independently, often with little or no direction, and to anticipate the needs of their stakeholders.
• Advanced proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook) and experience in conference communication tools (WebEx, Global Meet, Skype). Adobe experience also preferred.
• Outstanding communications and organizational skills and strong attention to detail.
• Ability to prioritize work and handle multiple tasks concurrently, interact effectively with internal staff and external contacts of all levels, and exercise discretion and good judgment when dealing with confidential and sensitive materials. 
• Ability to be flexible (e.g., flexibility to sometimes work outside the core business hours, if needed) and work well under pressure and thrive among unpredictability.
• Great stability, loyalty, and an upbeat attitude — and a love for the good work of the SF SPCA. 
• Respectful, kind and inclusive team member. 
• Willingness to become a CA notary (class/exam paid for by SF SPCA). 

Salary and Benefits:

The starting salary for this position depends on the length and breadth of experience. Full-time employees are eligible for a full benefits package including: paid time off, low cost medical, dental & vision insurance, life insurance, tax-deferred retirement plan matching, pre-tax commute expense deductions, free parking at our Mission Campus, employee assistance program, discounted veterinary care, and employee discount on retail.

The San Francisco SPCA welcomes everyone! 

We welcome all races, ethnicities, genders, ages, religions, political persuasions, languages, abilities/disabilities, sexual orientations, gender identities, socioeconomic statuses, and national origins. Diversity brings innovative ideas, perspectives, and opinions. We consider our differences to be valuable assets that will help us continually strive to be better at what we do and to advance our mission.

If you are ready to use your experience as an Executive Assistant to grow with a well-established nonprofit, while contributing to our powerful mission, please submit an application and cover letter for consideration!