Executive Assistant to the CEO

Title: Executive Assistant to the CEO
Reports to: Chief Executive Officer (CEO)

Pay Range: $81,000 - $88,000 
Location: San Francisco, CA.

This is a hybrid position, and candidates must be able to work three days per week in our San Francisco office.

Apply here: https://medasf.bamboohr.com/careers/217

JOIN OUR MEDA TEAM

Mission Economic Development Agency (MEDA) is a dynamic & highly sustainable large Nonprofit, servicing the Mission District for over 50 years, with affordable housing, lending, education, and economic development programs. We aim to achieve economic justice for San Francisco's low and moderate-income Latino families through asset development. MEDA’s work has centered on equity. We envision generations of Latino families choosing where to call home, thriving economically, succeeding in learning opportunities, and leading policy and social change toward a more equitable society.

YOUR CAREER OPPORTUNITY

We seek a skilled technical nonprofit professional to be the Executive Assistant to our CEO. This is a support role where the assistant acts as the CEO’s right hand, ensuring the CEO operates efficiently. They manage the CEO’s schedule, handle critical communications, and represent the CEO’s voice in emails, calls, and meetings.

The Executive Assistant is a master multitasker who handles daily priorities, solve issues, and coordinates projects. They simplify the CEO's workload, making high-level decisions possible. Without this skilled support, executives may spend up to 40% more time on administrative tasks. This role directly impacts company growth and operational success.

DUTIES & RESPONSIBILITIES

• Scheduling: Managing the executive’s calendar, scheduling and preparing for meetings, and coordinating travel for CEO (and other staff for special occasions).  Provide administrative support to the CEO**,** including proactively managing calendars, directing incoming calls and visitors, scheduling meetings and conference calls, arranging travel (substantially and primarily for the CEO), managing and prioritizing phone messages, correspondence and email

• Preparation: Ensure the CEO is appropriately briefed and otherwise fully prepared with sufficient time in advance of meetings, conference calls, etc.  Creating materials necessary for meetings and presentations, including doing the research necessary for use in those materials, provide the executive with everything necessary to make decisions.

• Administration & Reports: Event support to the CEO, including researching and preparing briefing information in advance and organizing schedules of multiple participants. Manage and process the CEO’s expense, reimbursement reports, and time tracking, submit for approval.  Partner with RMC (Risk Management& Compliance) to finalize SOPs (Standard Operating Procedure) around governance, VComply, and contract management.  Work with Development/Commuications and RMC on grant cycle to ensure duly signed contracts are received and archived appropriately

• Communication: Responding to email, managing the executive’s inbox, taking phone calls, and in general, serving as a gatekeeper so that only the necessary communication comes via the C-Suite executive assistant. Manage CEO Emails to triage and categorize content appropriately for CEO action.  Representing the CEO in certain meetings or communications.  Coordinate carefully and participate in relationship mapping of the CEO’s meetings and interactions with key internal and external constituencies and allies, often in collaboration with other departments (e.g., partner organizations through Policy & Strategic Partnerships; major donors and foundations through Development; reporters through Communications) and tee up communications as necessary to support ongoing relationship building.  Draft, edit, and fact check the CEO’s internal and external communications as needed

• Serving on behalf: Assume a proactive role in increasing the productivity, efficiency, and organization of the Office of the CEO so that CEO time can stay focused on accomplishing the organization’s highest priorities.  Acting as a gatekeeper for the CEO’s time and attention may mean meeting with clients, returning communication, or relaying the executive’s wishes to reduce direct access to the executive.

• Executive (C-Suite) & Management (C-Suite + VPs) Team: Coordinate and participate as a member of the organization’s Management Team and C-Suite Team, including meeting scheduling, note-taking, and to-do coordination. Coordinate agendas and manage all logistics for team meetings, retreats, and other meetings initiated by the CEO.  Support onboarding of new staff into the Management Team: Access to files, agendas, and important documents; Create templates for the Management Team as needed

• Contact management. More than simply maintaining a contact list (though that is part of it), contact management involves helping the CEO know as much as possible about a contact to give context to communication and meetings.

• Problem solving. Being able to solve problems through critical and analytical thinking for decisive action. This is especially necessary for C-level executive assistants who may end up making managerial decisions at a moment that keeps a project moving forward.

• Technical skills. Able to use (or quickly learn to use) the various tools necessary for document creation, file management, meetings, communication, and archiving.

• Confidentiality: Discretion is imperative as well as the ability to handle sensitive and confidential informaiton.

• Board Management:

• • Work with the CEO, Board Chair, Management Team and Committee Chairs to schedule all Board meetings and committee meetings
  • Maintain a calendar including dates of all Board meetings, Chairs meetings, Board committee meetings, etc.
  • Manage all logistics for Board meetings, including collaborating with Executive and Management Teams to determine content for Board packets, handouts, and presentations. Photocopying and collating materials, posting materials online, ordering food and supplies, prepping Board room
  • Support technology needs for internal meetings, conference/video calls, and Board meetings
  • Create an effective Board document management system and maintain updated versions of all Board-related documents
  • Coordinate new Board member orientation, including scheduling, prepping materials, ordering food and supplies, and prepping meeting room
  • Take meeting minutes for Board meetings and manage the editing process to meet distribution deadlines
  • Maintain and coordinate meeting RSVP lists
  • Set up Board-related conference calls
  • Respond to other Board support projects as needed
  • Track Board demographics, external boards, and roles to ensure funder-related compliance
  • Track compliance items in VComply
    • Board and funder governance items
    • Sunshine Act
  • Arrange agendas and follow-up items for Board Meetings, Management Team Meetings, C-Suite Meetings, and All Staff Meetings.
  • Work with RMC (Risk Management & Compliance) to submit CHDO (Community Housing Development Association) Annual Certification
  • Support with CEO accounts- IRS, DocuSign, ADP, NeighborWorks etc.
  • Coordinate signature requests required from CEO, COO, and the Board.
  • Preparing briefings and reports for board meetings and other high-level discussions
  • Support with minutes and Board/Committee packets as necessary
    • Propiedades Adelante (Property Management Organization supporting MEDA)
    • CRE (Community Real Estate)
    • Finance
    • Audit
  • Order food and refreshments for Board, Management, and C-Suite meetings and events, make reservations, assist in other errands as required, and provide additional administrative support, as required.

YOUR KEYS TO SUCCESS

To perform successfully in this role, you will need to leverage these key qualifications:

• The Executive Assistant to the CEO should have a college degree and no less than five years of experience working with C-level, either directly as an EA or assisting the EA.
  • Professional demeanor, in both appearance and communication.
  • Knowledge of international or cultural differences.
  • Technical skills, such as common business software and protocols.
  • Sophisticated management and organizational abilities.
  • Excellent communication skills
  • Strong project management skills
  • Relevant industry background or knowledge for the company the executive works at.
• Prior experience in high-level administrative support
• Must be proactive - not just for CEO schedule and emails; must think ahead, and understand executive’s requirements and style.  Must be able to problem solve and  act before escalating issues to the CEO.
• Ensures strong communication, making sure there is understanding and alignment between the CEO and other key leaders.

YOUR MEDA EXPERIENCE

Do meaningful work in an innovative workplace while being challenged for your professional growth.

Joining MEDA means having meaningful experiences that develop achievers – from across the Mission neighborhood and from within our organization. We find meaning and fulfillment in our work as we see our community thrive and are driven to achieve better outcomes by challenging ourselves to innovate in our ways of working.

We offer a market-leading benefits program that reflects MEDA's values and mission. We invest in people's lives and support our own people's health and financial well-being.

Our core benefits include:

• Comprehensive medical, vision, and dental insurance for employees and their dependents – 100 percent covered by MEDA
• 401(k) plan for employees
• Generous paid time off - with a minimum of 20 days for new employees
• Employee Assistance Program that offers free financial or legal counseling to employees or their families
• Other forms of voluntary benefits

Applicants must be authorized to work for ANY employer in the U.S. We are unable to sponsor or take over sponsorship of an employment Visa at this time.

Keywords

Executive AssistantCEONonprofitLatino familiesAsset developmentEconomic justiceEquityAdministrative tasksCompany growthOperational successSchedulingPreparationAdministrationCommunicationProblem solvingTechnical skillsConfidentialityBoard Management