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Executive Assistant


  • CATEGORY Admin
  • LOCATION San Mateo, CA
  • DATE MAY 12, 2017
  • JOB TYPE Full Time
  • COMPENSATION $19-21 per hour
  • POSITION LEVEL Mid (2-5 yrs exp)
Primary Responsibilities:

Scheduling & General Communications

  • Utilizing a project management system (to be determined) tracks and helps prioritize all tasks of Executive Director
  • Maintains confidential communications
  • Reviews and prioritizes e-mail correspondence
  • Helps schedule ED and maintains her calendar on Outlook
  • Confirms appointments
  • Tracks and anticipates desired appointment-related communications and acts or follows up as appropriate
  • First point of communication between ED and appointees in an emergency
  • Receives forwarded calls to ED
  • Receives guests on the ED’s behalf and escorts to office
  • Place calls on behalf of the ED, including notifying board members of committee meetings and events, relaying messages, forwarding calls, making requests and reservations, and handling miscellaneous calls as needed.
  • Monitors and manages e-mail communication
  • Registers conferences and schedules travel arrangements
  • Monitors external conferences and workshops that would benefit from ED’s participation and/or presentation

Board Support

  • Prepares and distributes advance materials for board meetings
  • Takes minutes at board meetings, coordinates with Board Secretary and ED and distributes
  • Posts desired and appropriate documents to BoardEffect
  • Maintains up-to-date library of resource materials on BoardEffect
  • Supports ED in timely calendaring of planning agendas for Board meetings and Executive Committee meetings
  • Supports ED’s communications with board members

Management Team and Deputy Director Support

  • Takes minutes at management team meetings, distributes key points to all staff
  • Manages ED’s communications with Management Team
  • Helps coordinate the work between the ED and the Deputy Director

Presentations& Meetings

  • Creates power point presentations as needed
  • Assembles and polishes presentation materials
  • Prepares meeting materials, agendas, minutes, memoranda, etc. as needed
  • Helps prepare meetings and events involving good stewardship of donors and prospects
  • Coordinates special cultivation events


  • Prepares and handles correspondence as directed
  • Tracks and manages thank-you and other stewardship communications

ED Office Management

  • Receives, sorts and delivers office mail and intra-office communications
  • Monitors and delivers email, telephone calls, and other communications to the ED
  • Organizes, files and retrieves papers
  • Generates reports as requested
  • Orders supplies needed by the ED
  • Runs errands as needed
  • Prepare all payment requests, expense reimbursements, timecard, and other forms
  • Organizes resource materials, contact information and photos in retrievable electronic files
  • Execute other clerical duties as needed
  • Helps plan staff gatherings and retreats

Position Accountability with Weighted %

Assist the ED in scheduling and communication - 60%

Assist board in the role of a recording secretary and manage board communication through Board Effect - 20%

Attend executive meetings and take notes - 10%

Special projects - 10%


  • 3 – 5 years of executive assistance experience desired, preferably some of which is in the not-for-profit field.
  • Highly organized and detail oriented with the ability to work independently, oversee and prioritize multiple projects accurately in a fast paced environment.
  • Working collaboratively with a mature and friendly attitude with Trustees, volunteers, public, and staff
  • Must be flexible and willing to work some evenings and weekends
    Knowledge and Skills:
    • Technical proficiency with Apple and PC software
    • Technical proficiency with Evernote, Electronic photo storage and sharing products, iPad, PowerPoint, Prezi, Microsoft Office, calendaring
    • Knowledge of standard business protocols
    • Superior written and verbal communication skills, and minute taking acumen

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