Senior Executive Assistant to Executive Director

Position: Senior Executive Assistant to the Executive Director
Company

Description:

Rafiki Coalition for Health and Wellness is a San Francisco-based nonprofit dedicated to eliminating health inequities and improving the lives of Black, African American, and marginalized communities in the Bay Area. For over 35 years, we have provided a safe, welcoming space where health, healing, and hope come together. We offer a holistic range of services, including free and low-cost health screenings, HIV prevention and care, mental health counseling, housing and economic support, fitness classes, and nutrition programs.

Guided by a belief that wellness is more than the absence of illness, we embrace a whole-person approach that honors the cultural, social, and emotional needs of our community. At Rafiki, we are more than a service provider. We are a trusted partner, advocate, and resource. Our work is rooted in compassion, cultural humility, and a commitment to social justice.

Every day, our team stands with our community to dismantle barriers, amplify voices, and create pathways to health and opportunity. If you're looking to join a mission-driven organization where your work directly empowers individuals and strengthens communities, Rafiki Coalition is the place to make a meaningful impact

Job Description:

The Senior Executive Assistant serves as a strategic partner to the Executive Director (ED) and executive leadership team, providing high-level administrative, operational, and project management support. This position goes beyond traditional executive support by coordinating complex organizational initiatives, managing executive communications, preparing briefing materials for meetings with public officials, funders, and community stakeholders, and serving as a key liaison between executive leadership and internal and external partners.

The Senior Executive Assistant must exercise exceptional judgment, maintain strict confidentiality, anticipate organizational needs, and manage multiple priorities in a fast-paced, mission-driven environment. The position plays a critical role in ensuring executive effectiveness, advancing strategic initiatives, and supporting Rafiki's relationships with government agencies, elected officials, community partners, healthcare organizations, funders, and other external stakeholders. Executive Support and Strategic Administration Provide comprehensive executive support to the Executive Director and designated executive leaders.

Manage complex calendars, scheduling priorities, travel arrangements, and executive logistics. Anticipate executive needs and proactively resolve scheduling, communication, and operational challenges. Prepare correspondence, reports, presentations, agendas, and executive materials. Manage sensitive and confidential information with discretion and professionalism. Coordinate executive meeting preparation, including background research, briefing documents, and follow-up actions. Track executive priorities and ensure timely completion of commitments and deliverables.

Complex Project Coordination Coordinate cross-functional projects involving multiple departments, partners, and stakeholders. Develop project plans, timelines, status reports, and tracking systems for executive initiatives. Monitor progress on strategic projects and follow up with responsible parties to ensure deadlines are met. Organize and facilitate project meetings, documenting decisions, action items, and next steps. Assist in managing organizational priorities and ensuring alignment across departments.

Support implementation of special initiatives, organizational events, and strategic planning activities. Executive Communications Draft, edit, and coordinate executive-level communications, including correspondence, presentations, reports, speeches, talking points, and announcements. Prepare executive briefings, summaries, and background materials for internal and external meetings. Serve as a communications liaison on behalf of executive leadership when appropriate. Review documents for accuracy, consistency, professionalism, and alignment with organizational priorities.

Assist with preparation of Board of Directors materials, executive reports, and governance documentation. Government and External Relations Support Coordinate meetings, communications, and follow-up activities with elected officials, government agencies, healthcare leaders, community organizations, and other external stakeholders. Assist in maintaining professional relationships with public officials and strategic partners. Track stakeholder engagement activities and maintain records of key communications and commitments.

Support planning and logistics for meetings involving public officials, government representatives, funders, and community leaders. Prepare briefing packets, background information, stakeholder profiles, issue summaries, and meeting agendas for executive leadership. Monitor deadlines and follow-up requirements associated with external partnerships and stakeholder engagements.…