Executive Assistant

Executive Assistant

At Family & Child Empowerment Services (FACES), we envision a future where all families have what they need to live, grow, and thrive in San Francisco. We provide families with high-quality early childhood education; after-school and summer enrichment; job support, training, and placement; and comprehensive family support services and referrals.

We are seeking a mission-driven, organized, energetic, and collaborative Executive Assistant (EA) to join our team, based out of the Haight Ashbury location. The EA will directly support the CEO and Executive Team with day-to-day planning and project management. The EA is proactive, professional, and able to coordinate between departments as well as maintain strong relationships with external partners.

This is a 25 hour per week exempt position reporting directly to the CEO. While core hours occur during the standard workweek, the role requires flexibility to attend Board meetings and occasional organizational events that may take place outside of regular business hours. The role also requires travel to all FACES sites as needed.

• In coordination with the executive team, manage an effective and efficient process for annual, quarterly, and weekly planning and meetings (e.g. leadership team meetings, senior leadership, team leads, all-staff meetings, annual calendar, quarterly check-ins, team retreats, and weekly check-ins)
• Support CEO in managing the board, including creating meeting agendas and compiling board packets; maintaining the Consent Calendar; taking minutes; scheduling and attending Board and Board Committee meetings; maintaining accurate Board and committee contact lists; managing Board member onboarding and offboarding; and ensuring Board files and shared drives are organized and up to date.
• Manage and maintain the CEO's schedule, calendar, conference attendance, and meeting requests; create clear agendas for all key CEO meetings
• Manage the CEO's timesheets, monthly expense reports, and other operational tasks related to supervision
• Assist the CEO with internal, external, and public events, taking notes as needed and following up on key items
• Serve as the communications liaison between external parties and the CEO, as requested
• Lead preparation and execution of all-staff meetings, including developing slide decks, managing calendar invitations, coordinating logistics, and ensuring materials are prepared and distributed
• Take meeting notes and manage meeting logistics for key internal meetings, including set up and clean up, documentation action items, and tracking follow ups
• Manage and maintain the organization's internal calendar, ensuring alignment across departments, key initiatives, and events.
• Coordinate with IT consultant to manage executive team and board of directors file organization, storage, sharing, archiving, and other documentation/organization required for efficient administrative operations
• Collaborate with Development, People Operation, Program Heads, and Finance Departments to execute special projects (e.g. donor events, all-staff lunches, audit schedules, etc.), as needed
• Contribute to strategies that foster a welcoming and inclusive culture for all staff
• Maintain confidentiality and integrity when working with sensitive board information
• Demonstrate strong passion for and a desire to humbly reflect and grow in pursuit of our mission
• Bring a sense of humor, as we believe joy and justice go hand in hand!

• 3+ years of related experience where you have managed calendars, communication, and/or expenses for executive staff, Boards, or related teams
• Bachelor's degree in Business or relevant field (preferred)
• Demonstrated ability to work collaboratively and skillfully in building relationships with peers, teams, and external stakeholders
• Ability to meet deadlines and work well and with composure under pressure in time-sensitive environments
• Experience working with diverse teams, particularly in nonprofit settings, is preferred
• Highly skilled in written English communication with an emphasis on attention to detail and accuracy
• Ability to maintain absolute confidentiality and integrity when…