About St. Anthony’s

Founded in 1950, St. Anthony's is the most comprehensive safety net service center in San Francisco, directly providing food, clothing, medical care, addiction recovery services, access to technology, job training, and other critical resources to the community. Every day we support and are supported by thousands of San Franciscans. Everyone who comes through our doors joins the St. Anthony's family and helps us create a future where all people flourish.

Principal Responsibility

The Executive Coordinator provides administrative support for the Chief Executive Officer (CEO), acting as a liaison for the Board of Directors, external partners, and internal stakeholders. Responsibilities include comprehensive management of the CEO’s schedule and meticulous preparation for all meetings and events. The Executive Coordinator supports major projects in an administrative capacity and manages timelines and stakeholder communications. In the spirit of our Franciscan values and heritage, our team provides compassion and care daily. As a steward of healing and social justice, you are expected to meet the following duties:

Essential Duties and Responsibilities

Program Administration and Operations

• Provide comprehensive support to the Chief Executive Officer by managing schedules and calendars and ensuring thorough preparation and briefing for all meetings and events, including creating and distributing agendas and informational packets for management team meetings.
• Serve as the communication hub for the Chief Executive Officer, prioritizing and directing inquiries and maintaining confidentiality of all documents and communications. Act as the liaison between the CEO and staff, ensuring that high-priority correspondence is addressed and responded to promptly.
• Coordinate major projects and initiatives for the CEO and Executive Team, ensuring alignment with the strategic plan. This includes managing project timelines, tracking milestones, and facilitating communication between stakeholders and investors to support the achievement of organizational targets, goals, and mission.
• Serves as the main liaison between the Chief Executive Officer and the Board of Directors. Takes the lead on the executive committee and board meeting scheduling, preparation (document collection and issuance), day-of organization (location, preparation, refreshments, and other logistics), and minutes taking. Maintains board resolutions, minutes, rosters, and policies adopted by the board.
• Provides and coordinates administrative support services for the Board of Directors and board committees/task forces, including but not limited to correspondence, meeting minutes, files, and reports. Attends Board meetings, Board committee, Executive Team, Senior Management Team, and other meetings as needed.
• Lead monthly support meetings for administrative personnel across departments to facilitate the exchange of best practices and provide mutual support while offering guidance and necessary resources to staff as needed.
• Oversee and enhance administrative systems, including calendar, contacts, and communications management, ensuring that all files—both electronic and paper—are well-organized and current.
• Manage credit card reconciliations and handle reimbursements for the CEO.
• Assist in Executive Team timekeeping.
• Develop and maintain procedures, filing, budget, inventory, and reporting systems for the Chief Executive Officer's office.
• Conduct research, prepare materials, and handle special projects as needed or assigned by the CEO.
• Facilitate cross-functional collaboration to manage daily operations across multiple departments and implement standardized processes to improve workflow efficiency.

• Facilitate onboarding for new Executive Team members.

• Proofread documents for spelling, grammar, and layout, making appropriate changes, draft letters, emails, and other written work products as necessary.
• Prepare and edit correspondence, communications, presentations, and other documents designed for internal or external distribution.
• Ensure the continuous operation of the Chief Executive Officer's office in their absence by handling routine and essential functions and responding to both internal and external needs and inquiries. Anticipate the CEO's requirements and proactively plan time and materials to meet these needs effectively. Stand in at meetings with the Chief Executive Officer, performing appropriate advance preparations and follow-up tasks to maintain continuity and progress if needed.
• Complete reports and all other paperwork neatly, legibly, and thoroughly.
• Enter data and information electronically as required. Looks up data and reports electronically through a database as requested.
• Understand and follow the organization's programs, policies, and procedures
• Participate in regular training and development opportunities to increase personal capacity to apply innovative approaches to daily workflows, service delivery, and functions of the position.

Teamwork

• Treat all guests with empathy, dignity, and respect. Seek to understand the other person's perspective and experience.
• Demonstrate the ability to work effectively across cultures and an openness to learning about cultures not familiar to oneself.
• Participate in relevant meetings supporting team communication and the program's capacity to fulfill organizational goals and mission.
• Collaboratively works with others to achieve team success.
• Manage stress and pressure situations calmly and responsively. Maintain the capacity to control reactions and awareness of how their behavior or response can impact others.
• Consistently demonstrate integrity while working and representing St. Anthony’s. 
• Practice direct, respectful, open, and honest communication with their colleagues. Proactively seeks support from team members or management. 
• Demonstrate cooperation with coworkers, management, and the community at large. 

Minimum Qualifications

• Education or training equivalent to BA or BS degree preferred, or a minimum of 3-5 years’ progressively responsible experience in administration, office management, or business management in a non-profit social service setting.
• Highly skilled in identifying, establishing, and achieving deadlines, with a demonstrated track record of consistent success.
• Proficiency in Microsoft Outlook for scheduling, coordination of meetings, and communication to all is preferred.
• Excellent interpersonal, listening, oral, and written communication skills are required. Past experience independently drafting correspondence on behalf of others preferred.
• Ability to be polite, diplomatic, and firm. Can set limits and practice professional boundaries with guests, volunteers, donors, and coworkers.
• Ability to respond to emergencies and high-pressure situations in a self-composed and self-assured manner. 
• Ability to work non-traditional hours and days occasionally.
• Ability to complete paperwork neatly and legibly.
• High degree of proficiency in Microsoft Office (Outlook, Word, Excel, and Power Point). Familiarity with UltiPro or other HRIS/ATS systems, preferred. Ability or willingness to learn to use information and communication technologies (computers, smartphones, and iPads) to find, evaluate, create, and communicate information. 
• Ability to be punctual, reliable, cooperative, and stay team oriented.
• Highly self-motivated, persistent, dependable, and self-sufficient.
• Certified Notary Public, or willingness to undergo training to become a Certified Notary Public.
• Ability to take minutes and word process for a quick turnaround.
• Superb attention to detail and strong organizational skills.
• Ability to interact with people from all walks of life with tact, professionalism, humor, and diplomacy.
• Skilled at anticipating the needs of Executive Team members and planning time and materials accordingly.
• Experience working in a non-profit or community-based social service agency with people experiencing homelessness or poverty desired.
• Commitment to St. Anthony Foundation Statement of Values and a desire to work for a social services agency serving the poor.

St. Anthony’s has a diverse workforce, welcoming all ethnicities, faith backgrounds and worldviews. We are also proudly Catholic. Our Franciscan identity is at the core of our mission, namely to uphold the dignity and value of the human person and lift the spirits of those in need to help create a society in which all person's flourish.

People of color, differently abled people, LGBTQI , and folks with lived experience are strongly encouraged to apply.

St. Anthony's is proud to be an Equal Employment Opportunity Employer. We value diversity of culture, thought, and lived experiences. We seek talented, qualified individuals regardless of race, color, religion, sex, pregnancy, marital status, age, national origin or ancestry, citizenship, uniform service membership/veteran status, physical or mental disability, sexual orientation, gender identity, gender expression regardless of physical gender, or any other consideration made unlawful by federal, state, or local laws.

St. Anthony's uses E-Verify to validate our new employees' eligibility to work legally in the United States.