Executive Assistant

Scion Staffing has been engaged to conduct an immediate search for an experienced Executive Assistant for our client, a leading social services agency in California dedicated to empowering children, youth, and families through a wide range of essential services. They provide transformative programs including foster care and adoption, residential group home care, transitional support for youth aging out of foster care, mental and behavioral health services, intensive home-based care, and community-centered family resources.

Reporting directly to the Chief Financial Officer and Chief Human Resources Officer, the Executive Assistant serves as a trusted administrative partner supporting two key executive leaders across Finance and Human Resources. This position functions as an extension of both executives, ensuring priorities are managed efficiently while maintaining the highest level of professionalism, discretion, and responsiveness.

The Executive Assistant independently performs a wide range of complex and confidential administrative responsibilities, including executive calendar and email management, meeting coordination, Board preparation, project support, and cross-functional administrative initiatives. Beyond technical expertise, this individual will help establish the culture and tone for the organization by serving as a welcoming, approachable presence for employees, leadership, and visitors alike. This full-time, hybrid role (1-2 days in office) is based in South San Francisco, California.

RESPONSIBILITIES:

• Provide high-level administrative support to the Chief Financial Officer and Chief Human Resources Officer while exercising sound judgment, discretion, and confidentiality.
• Strategically manage complex executive calendars, scheduling priorities, and meeting logistics across multiple departments and stakeholders.
• Manage executive email communications, prioritizing requests and ensuring timely follow-up on critical matters.
• Prepare executives for meetings by coordinating agendas, organizing materials, documenting meeting notes, and tracking follow-up action items.
• Represent executive leadership during informational meetings by capturing discussion points and coordinating follow-up activities as appropriate.
• Prepare Board packets and supporting documentation while coordinating behind-the-scenes logistics for Board meetings in partnership with the organization’s lead administrative team.
• Coordinate onboarding and offboarding activities, invoice processing, payment requests, and other administrative functions supporting Finance and Human Resources.
• Serve as a liaison between Finance, Human Resources, and other internal departments to facilitate communication and ensure projects move forward efficiently.
• Support organizational initiatives focused on improving administrative processes, implementing technology solutions, and transitioning manual workflows into more efficient digital systems.
• Prepare, edit, and format executive correspondence, reports, presentations, and confidential documents with exceptional accuracy and professionalism.
• Maintain and organize executive files, records, and confidential documentation while ensuring compliance with organizational policies.
• Utilize Microsoft Office, SharePoint, Microsoft Teams, Zoom, and other collaboration platforms to support executive productivity and organizational communication.
• Build strong working relationships throughout the organization while serving as a welcoming, approachable representative of executive leadership.
• Anticipate executive needs, proactively identify solutions, and continually seek opportunities to improve efficiency and administrative effectiveness.
• Perform additional executive support responsibilities as assigned.

QUALIFICATIONS:

• Bachelor’s degree in business, communications, journalism or related area preferred. Combination of relevant work experience and education may substitute the bachelor’s degree requirement.
• 3 or more years of progressively responsible executive administrative support experience, preferably supporting C-suite or senior executive leadership.
• Strong preference for candidates with experience supporting Finance, Human Resources, or other executive leadership functions requiring a high degree of confidentiality and cross-functional collaboration.
• Nonprofit experience is strongly preferred, particularly within organizations experiencing growth, organizational c…