Executive Assistant

About Cardea Health:

Cardea Health is a non-profit organization dedicated to providing compassionate health care to marginalized populations. Our mission is to create and support programs that protect the health and autonomy of vulnerable individuals and promote equity and social justice to improve the well-being of our entire community. We provide medical support to populations that experience homelessness.

At Cardea, we are dedicated to creating a workplace that celebrates diversity and actively seeks to include underrepresented communities. We believe that diversity drives innovation and fosters a more dynamic, inclusive, and productive work environment. We actively encourage individuals from underrepresented backgrounds to apply for our open positions. We value your unique perspectives, experiences, and talents, and we are committed to providing equitableopportunities for growth and advancement. Join us in building a team that reflects the rich diversity of our society and let’s make a positive impact together.

Primary Work Location:

This is NOT a remote position. Applicants must live near the SF Bay Area.

This position is hybrid, supporting all clinical supportive housing sites in perosn as needed. Frequent travel between sites and running errands (bank deposits, transporting equipment from one site to another, etc.)

Job Summary:

The Executive Assistant to the CEO provides high-level administrative support to executives by managing schedules, coordinating meetings, handling correspondence, and performing various administrative tasks. They serve as a primary point of contact for internal and external stakeholders, prioritize incoming requests, and ensure efficient communication within the organization. Additionally, they may conduct research, prepare reports, and assist with special projects as needed. The ideal candidate should possessstrong organizational skills, attention to detail, discretion, and the ability to multitask effectively in a fast-paced environment. They may also provide calendar and variety of support assistance to other leadership team members when time allows.

Responsibilities:

Office Management:

• Maintain a well-organized and efficient office environment

• Manage office supplies, equipment, and coordinate maintenance as needed

• Travel between all of our sites to deliver and organize miscellaneous materials and tasks. Sites are located all around the Bay Area

Calendar and Schedule Management:

• Coordinate and manage appointments, meetings, and events for the team

• Manage Executive Leaderships calendars and meeting requests via Outlook. Strong focus on CEO calendar management with lighter support for remaining C-suite

• Assist in scheduling internal and external meetings, ensuring all logistics are in place

Communication and Correspondence:

• Handle incoming calls, emails, and other correspondence and direct inquiries to the appropriate team members when applicable

• Draft, proofread, and edit documents and communications as necessary

Data Entry and Record Keeping:

• Maintain accurate and up-to-date records, databases, and filing systems

• Assist in data entry and record-keeping related to various projects and programs

Travel Coordination:

• Arrange travel plans and accommodation for team members as needed

• Process travel expenses and ensure compliance with organizational policies

Team Support:

• Provide administrative support to various teams as required

• Assist in coordinating team-building activities and events

• Assist a variety of teams from Finance, HR, Operations, and IT, supporting them on an ad hoc basis for any tasks and projects that need additional hands

Errands and Other Administrative Duties:

• Run errands, such as picking up supplies or documents, and conducting bank runs, as requested by executives

• Provide general administrative support, including filing, copying, scanning, and managing office supplies

Other

• Monitor general Cardea email inbox

• Monitor general Cardea business line

• Board management, which includes scheduling board meetings, managing board documents, distributing board materials, and taking board meeting minutes

• Provide administrative support for organizational meetings such as distributing agendas, taking minutes, booking space, and organizing refreshments

• Coordinate and produce the organization-wide newsletter, gathering updates from departments and ensuring timely distribution to staff….