Senior Executive Assistant

Nestled in San Franciscos Excelsior neighborhood on a nine-acre campus the San Francisco Campus for Jewish Living (SFCJL) is the leading senior services organization in Northern California. Our continuum of care includes: the Frank Residences assisted living and memory care; the Jewish Home and Rehabilitation Center offering long-term skilled nursing short-term rehabilitation an acute geriatric psychiatric unit for adults over the age of 65; and our Foundation.

Founded in 1871 and formerly known as the Jewish Home our legacy grounds us as our vision propels us forward. Today weve evolved to support more than 2500 older adults each year through innovative comprehensive programs rooted in the Jewish values of compassion community and excellence. We are equally proud of our inclusive culture where 950 team members of diverse faiths and backgrounds work together in shared purpose.

WHY WORK WITH US

• Mission-driven nonprofit organization
• Competitive compensation and comprehensive benefits
• Meaningful work that positively impacts the lives of older adults every day
• Inclusive community welcoming to all (you do not need to be Jewish to live or work here)
• Supportive team-oriented environment
• Opportunities for professional growth and development
• Collaborative leadership focused on enhancing the employee experience

POSITION SUMMARY

TheSeniorExecutive Assistant(SEA)reports to the Chief Executive Officer (CEO) andplays acrucial role in supporting the executive teamcontributing to the overall success and effectiveness of theSan Francisco Campus for Jewish Living (SFCJL). Exceptional organizational skills discretion and the ability to handle sensitive information arerequired. TheSEAserves as the primary point of contact for internal and external stakeholders ensuringthe smooth functioning of the executives office with a proactive and resourceful approach. TheSEA cananticipateneeds problem-solve and execute tasks with efficiency and professionalism.

KEY RESPONSIBILITIES

Board Liaison:

• Servesas the primary point of contact between the Board of Trustees and executive leadership ensuring clear andtimelycommunication.

• CoordinatesBoard and committee meetings including scheduling agenda development materials and follow-up documentation.

• Maintainsaccurate organized and confidential records of Board actions resolutions and compliance requirements.

• Supportsonboarding and engagement of new Board members fostering strong and professional relationships.

• Assistswith Board retreats strategic initiatives and executive-level projects to advance organizational priorities.

• Monitorsgovernance compliance including Board terms roles and adherence to bylaws and policies.

Administrative Support:

• Manages complex executive calendars schedules appointments and coordinates meetings for the CEO and CFO.

• Schedules coordinates and supports meetings. Documents meeting minutes.

• Troubleshootsminor technical issuesforexecutivesas needed.

• Professionally manages phone calls emails and written correspondence.

• Prepares documents reports and written skills and is familiarwith software to support executives needs.

• Arranges travel itineraries including flights accommodations and transportation.

Communication Liaison:

• Acts as a primary point of contact for internal and external stakeholders including staff clients vendors board members and donors. Relays messages andfacilitatescommunication 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 contactsrepresentingthe organization in a courteous and professional manner.

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 executiveteam

Financial Oversight and Policy Compliance:

• Tracks and ensures the accuracy of financial documentation billing submissions and expense-related processes in alignment with organizational policies.

• Oversees the processing of invoices and expense reports verifying compliance with organizational policies and signature authority guidelines.

• Acts as a liaison between executives and team members to enforce financial procedures and resolve discrepancies.

Administrative Leadership:

• DirectlysupervisesoneSFCJL Executive Assistant andisresponsible foroverseeing theirperformance.

• Provides guidance and oversight to administrative staffestablishinga dotted-line reporting relationshipto campuswide Executive Assistantsto ensure consistency in administrative practices.

• Develops and implements standard operating procedures for administrative tasks across departments.

• Mentorsadministrative personnel offering training and support to enhance efficiency and professional development.

• Coordinatesand projectmanagescompliance licensing and regulatory renewal activities by tracking key deadlines and deliverables partnering with cross-functional teams to ensuretimelycompletion and submission of required documentation.

• Serves asa central pointof contact for administrative coordination promoting effective communication and collaboration among staff.

JOB DETAILS

• Pay Rate:$130000 - $160000
• Hours: Full-Time
• Reports To: Chief Executive Officer (CEO)
• Provides Direct Supervision To: Executive Assistant
• Provides Dotted-Line Leadership To: Campus Executive Assistants

REQUIRED QUALIFICATIONS

• Bachelors degree in Business Administration Communications Public Administration or a related field preferred; or an equivalent combination of education and experience totaling at least eight (8) years.
  

• Proficiencyin Microsoft Office Suite (Word Excel PowerPoint Outlook Teams SharePoint OneDrive) and other relevant software applications (e.g. ZoomDocuSign) with experiencemaintainingexecutives phone calendar and travel schedules using Microsoft Office. Ability to learn and troubleshoot new software applications as needs arise.

• Strong communicationskills 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.

PHYSICAL REQUIREMENTS

• Must be able to sit for up to 75% of the workday.

• Must be able to stand and walk throughout the workday.

• Must be able to push and pull up to 20 lbs. unassisted.

• Must be able tolift upto 20 lbs.

• Must be able to bend and reach.

• Must have good manual dexterity for typing and operation of office machinery including computers.

OUR INVESTMENT IN YOU

Comprehensive benefits including Medical Dental and Vision coverage; a 403(b) Retirement Plan; Paid Time Off (PTO); Tuition Reimbursement; Commuter Benefits; and Weekday Shuttle Service to and from Glen Park BART Station.

The San Francisco Campus for Jewish Living is committed to fostering a diverse equitable and inclusive workplace. We provide equal employment opportunities to all qualified individuals without regard to race color religion gender age national origin marital status sexual orientation gender identity veteran status genetic information disability or any other characteristic protected by applicable law.

Pursuant to the San Francisco Fair Chance Ordinance we will consider qualified applicants with arrest and conviction records for employment.