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Executive Assistant
#882 Senior Executive Assistant for Non-Profit on the peninsula
Salary Competitive!
Relocation Not Applicable
Accommodations This is not a live-in job.
Location Mid Peninsula
Status Filled
Job Summary

Executive Assistant to Managing Partner

POSITION DESCRIPTION

About the Non-Profit

Non-profit is dedicated to removing barriers to opportunity so people can live to their full potential. Established and led by Silicon Valley entrepreneur, we center our work on education, immigration reform, the environment, and other social justice initiatives. We use a wide range of tools and strategies—partnering with entrepreneurs and experts, parents and policymakers, advocates and administrators—to develop and execute innovative solutions that will spur change and promote equality.

About the sub-group

Led by main non-profit’s Managing Partner, this *arm* is the Environmental platform, dedicated to forging a radical “remedy of the commons” that strengthens the symbiosis between humanity and nature.

The Role

As a key member of the administrative team, the Managing Partner’s Executive Assistant will assume a critical role in helping to maintain a warm and inviting office environment. The ideal candidate will be the “go to” person in helping run day-to-day operations for the team. The candidate will take pride in doing whatever it takes to ensure office tasks are running smoothly and efficiently.

This position will be based in Palo Alto.

Job Duties/Responsibilities: Administrative

  • Complete a variety of executive administrative tasks for Managing Partner including but not limited to:
    • Meeting and calendar management
    • Coordinating local & international travel logistics: flight, hotel, and ground transportation
    • Expense reconciliation & report management
    • Maintaining contacts database
  • Receive and process information of confidential nature and ensure the use of utmost discretion and sensitivity when handling confidential material
  • Assist with any necessary word processing, filing and data entry, and event planning
  • Assist Managing Partner with ad-hoc requests as needed, including outside speaking engagements and board memberships

Team Support

  • Manage team assistant
  • Assist other staff with scheduling, overflow work and special projects as requested, serve as team ambassador in building culture

Office Support

  • Broadly provide support to other administrative staff as needed
  • Adhere to best practices and expense control: travel rates, catering, vendor, office supplies, etc.

Requirements for the job

Education and Work Experience:

  • Bachelor’s Degree
  • 10 years experience as an executive assistant coordinating day to day office operations and providing administrative support within a financial services, legal, or technology environment.
  • Excellent written and verbal communications skills
  • Familiarity working in a MAC and MS Office office environment preferred, experience in salesforce, word, excel and powerpoint
  • Demonstrated experience working in a fast-paced, entrepreneurial office environment

The Ideal Candidate is:

  • Able to represent non-profit with professionalism, integrity, discretion and a strong customer service attitude
  • Remains calm under pressure with strong executive presence; adapts well to change and shifts priorities with ease and positivity
  • An enthusiastic team player who is willing to tackle anything from small internal administrative tasks to high profile requests
  • Detail oriented with the ability to organize, prioritize and manage multiple responsibilities within a fast paced environment
  • An independent and proactive self-starter who is motivated to take on additional responsibilities over time
  • Collaborative with strong communication and interpersonal skills, and the ability to integrate quickly into a small team as well as develop and preserve positive relationships across the collective while juggling multiple/complex demands
  • Able to work in an environment that requires discretion in dealing with confidential matters
  • Hungry to learn, be a thought partner, curious to ask questions, and desires to engage in exploration individually as well as being part of a team
  • Available off hours, as needed

Location

Non-profit is Bay Area-based with offices in Palo Alto and Oakland. National offices in Chicago, Los Angeles, New York and Washington DC. This position is based in Palo Alto.

Compensation

The salary for the role is highly competitive

Benefits Non-profit currently pays 90% for employee and 70% for dependent(s) for individual or family health insurance coverage that currently includes a "base" medical plan, vision, dental and life insurance. You will become eligible for medical benefits starting the first full month of employment. You will be eligible to participate in Non-profit's 401K plan which is administered by Fidelity. The company has a matching program in place. You will not accrue any vacation benefits but may take paid time off at your own discretion, while still responsibly performing the duties and responsibilities of your role and managing your time effectively, consistent with and as may be further explained in relevant Non-profit's policies. Sick leave is provided in conformance with applicable state and/or local law.

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