Executive Assistant

Unclassified - San Francisco, CA

Full-time - Mid Level

San Francisco, CA

About the position

Save the Redwoods League is seeking a highly organized and detail-oriented Executive Assistant (EA) to provide comprehensive administrative support to the CEO and COO. This role is crucial in ensuring the smooth operation of the executive team and facilitating effective communication across the organization and with key stakeholders, including staff, donors, vendors, and agency partners. The ideal candidate will be proactive, resourceful, and adept at managing a wide range of responsibilities while maintaining a positive and professional demeanor. The EA will be responsible for managing the calendars of the CEO and COO, scheduling internal and external meetings, and making travel arrangements. This includes prioritizing conflicting demands and ensuring timely attendance at important events. The EA will also manage the daily operations of the President/CEO's office, which involves supporting task lists, email management, and exercising independent judgment to maximize the effectiveness of the executive function. In addition to calendar management, the EA will draft and edit correspondence, handle incoming inquiries, and support internal communication efforts. The role also involves supporting special projects, research, and strategic planning initiatives, as well as tracking progress against organizational goals. The EA will prepare meeting agendas and materials, coordinate logistics for events, and maintain organized filing systems for sensitive documents. Building positive relationships with staff, donors, and external partners is essential, as the EA will represent the organization at various events and conferences. The position requires a strong commitment to the League's mission and values, particularly in terms of diversity, equity, and inclusion.

Responsibilities

• Proactively coordinate and manage the CEO's and COO's calendars, scheduling internal and external meetings, appointments, and travel arrangements.
• Prioritize conflicting demands and ensure timely attendance at important events.
• Manage the daily operations of the President/CEO's office, including support on task lists, priorities, and email management.
• Draft and edit emails, memos, and other correspondence on behalf of the executives.
• Handle incoming calls, inquiries, and requests, filtering and redirecting as necessary.
• Support internal communications efforts by drafting summaries and presentations.
• Support special initiatives, research, and strategic planning efforts.
• Assist with tracking progress against Annual Plan goals and support the annual planning process.
• Prepare meeting agendas, materials, and presentations for Executive Team meetings.
• Attend Executive and/or Leadership Team meetings, taking minutes and following up on action items.
• Coordinate and plan staff events, speaker series, and other meetings and events.
• Arrange travel, including flights, rental cars, accommodations, and ground transportation for CEO and COO.
• Maintain organized electronic and physical filing systems and handle sensitive documents.
• Cultivate positive relationships with staff, donors, board members, vendors, and external partners.

Requirements

• Minimum of three years' relevant experience in an administrative support role.
• Excellent judgment and proven ability to independently develop solutions and manage multiple projects with competing priorities.
• Technology-savvy; highly skilled in Microsoft Office 365 (Outlook, SharePoint, Teams) and video conferencing tools.
• Experience with calendar management and proactive planning for meetings and events.
• Strong customer service orientation and high degree of discretion and accuracy.
• Superior interpersonal, oral, and written communication skills; excellent knowledge of business writing protocols.
• Experience in business meeting planning and production; event planning experience is a plus.
• Ability to handle situations ranging from routine to highly complex calmly and efficiently.
• Commitment to the League's Diversity, Equity, and Inclusion values and cultural attributes.

Nice-to-haves

• Verbal and written fluency in a language other than English is desirable.