Executive Assistant, Operations

Location: San Francisco, CA Department: Operations Type: Regular, Full-Time, 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, Racial Justice, and being 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 is responsible for assisting staff with semi-routine and semi-complex administrative or functional activities. May draft correspondence and prepare meeting summaries. Supports senior level leaders and their teams in calendaring, small project management, note taking, invoice processing, organizing events and ensuring overall efficiency of departmental operations.

The Executive Assistant provides direct support to the Chief Operating Officer and supports the VP of Human Resources and Administration, Sr Director Technology and Director, Grants Administration

Boundaries The Executive Assistant provides day-to-day assistance and overall administrative support to the Operations leadership team. In partnership with the COO, the role provides administrative support to the Board and Committees. Participates in internal communications and training logistics to support the broad learning and engagement strategy. Manages the contract management and approval process in partnership with the COO. Collaborates with key stakeholders with the foundation to support the strategic goals of the Operations Department.

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

Role

• COO Support (30%) – Provides daily assistance to the COO including complex calendar management, communication with internal and external constituents, administrative support, and various tasks and projects as needed.
• Ops Leaders Admin Support (60%) – Provides daily assistance to the other ops leaders including complex calendar management, communication with internal and external constituents, administrative support, and various tasks and projects as needed.
• Board Liaison (10%) – Collaborates with the COO and board chair to support functions of the board and committees.

Tasks

• Calendar & Meeting Management: Prioritize and coordinate schedules of select leaders across teams and act as a gatekeeper with internal and external stakeholders. Support adding key events to the SFF calendar.
• Travel, Expense & Invoice Coordination: Manage logistics and ensure compliance with processing expenses and travel, manage vendor and contractor payments
• Document Preparation: Draft memos, presentations, reports, and support in drafting policies.
• Project Management: Assist with tracking deliverables and deadlines for small departmental projects. Execute conflict of interest process in alignment with organizational procedures.
• Thought Partnership: Contribute as a thought partner to the COO.
• Communication Liaison: Serve as point of contact for internal and external stakeholders. Serve as lead Bridge support for Ops team. Serve as support for new hires in Operations
• Systems integration and training: May assist with systems integration, usage and training of key staff in department.
• Board support: Board support duties including docket preparation, taking Board and Committee Meeting Minutes, Board Effect/Diligent software management, meeting and retreat coordination, etc.
• Employee lifecycle support: in collaboration with HR and IT, support key employee lifecycle processes including onboarding, offboarding, and status changes, as needed.
• Meeting & Event Management: Coor…