Executive Assistant, Philanthropy and Gift Planning

Executive Assistant, Philanthropy & Gift Planning

Location:

San Francisco, CA Department:
Philanthropy & Gift Planning Type: non-exempt

Min.

Experience:

Intermediate

The hourly compensation for this full-time position in FY26 is: $50.28/hr.

Organizational Result:

All people living in the San Francisco Bay Area are economically secure, rooted in vibrant communities and engaged in civic life.

We Value:

Anti-racism, Boldness, Equity, Rooted in Community

The following sections are designed based on the Results Based Leadership for Racial Equity Framework that the Foundation uses to accomplish our work. As a learning organization, we expect staff to incorporate learning into their core work and the tasks related to the functional position. All staff should expect to devote time to learning activities related to our values and skillset development.

People managers should expect to spend a significant amount of time coaching, developing, and managing people with the balance of the time for all staff spent on relationship building internally and externally and achievement of outcome goals of role and foundation.

Position Summary:

The Executive Assistant, Philanthropy & Gift Planning, is part of the Philanthropy & Gift Planning (PGP) department which is responsible for engaging donors to raise funds and move resources into the community. The position reports to the Chief Philanthropy Officer (CPO) and is responsible for assisting staff with semi-routine and semi-complex administrative or functional activities. Supports senior level leaders and their teams in calendaring, small project management, invoice processing, supporting events and ensuring overall efficiency of departmental operations.

This role helps shape team culture, and successful candidates will be proactive, accountable and have a passion for working in fundraising, development, and/or philanthropy.

The Executive Assistant provides direct support to the Chief Philanthropy Officer and supports the Senior Director, Gift Planning;
Senior Director, Philanthropic Services; and Director, Donor Operations & Strategy.

Boundaries:

The Executive Assistant provides day-to-day assistance and overall administrative support to the PGP leadership team. In partnership with the CPO, the role provides administrative support to the PGP Committee of the board. Communicates with major donors for scheduling and other correspondence. Collaborates with key stakeholders with the foundation to support the strategic goals of the PGP Department.

Authority:

The position works cross-functionally with other assistants at the foundation and across many departments to achieve mutual goals.

Role:

• CPO Support (50%) – Provides daily assistance to the CPO including complex calendar management, communication with internal and external constituents, administrative support, and various tasks and projects as needed.
• PGP Leaders Admin Support (50%) – Provides daily assistance to the other PGP leaders including complex calendar management, communication with internal and external constituents, administrative support, and various tasks and projects as needed.

Tasks:

• Calendar & Meeting Management:
  Prioritize and coordinate schedules of department leads and act as a scheduling liaison with internal and external stakeholders. Support adding key donor engagement and fundraising events to appropriate calendars across the organization.
• Travel, Expense & Invoice Coordination:
  Manage logistics and ensure compliance with processing expenses and travel, manage vendor and contractor payments.
• Contract management:
  Manage process for contract approval for all PGP contracts in Salesforce.
• Document Preparation:
  Draft memos, presentations, reports, and correspondence.
• Project Management:
  Assist with tracking deliverables and deadlines for small departmental projects.
• Thought Partnership:
  Contribute as a thought partner to the CPO.
• Communication Liaison:
  Serve as the point of contact for internal and external stakeholders. Serve as support for new hires in PGP
• Backup support for key PGP functions: trained to be able to provide backup support for Donor Services hotline and gift processing.
• Board & committee support:
  Board…