Job Summary: Reporting to the Chief of Staff, the Executive Assistant supports the Executive Team and Board functions on a day-to-day basis. The position requires a motivated individual who is eager to learn about the “big picture” of affordable housing development and non-profit management but also perform the detailed and necessary day-to-day administrative operations. The ideal Executive Assistant pays careful attention to detail, has strong interpersonal skills, and is highly organized. The person must be versatile, enjoy working independently, and thrive in a fast-paced professional environment.
Status: Full-time, Nonexempt, Regular
Location: Chinatown neighborhood, San Francisco
Hours: Monday through Friday, 9:00a.m.-5:30p.m.; occasionally some evenings and weekends
Salary: $57,737 - $60,770 annually; Comprehensive Benefits
The Organization: A private non-profit founded in 1977, Chinatown Community Development Center believes in a comprehensive vision of community. We own and/or manage approximately 37 affordable housing buildings serving over 4,500 low-income seniors, single adults, formerly homeless adults, and families of diverse ethnic and cultural backgrounds in San Francisco’s Chinatown, Tenderloin, Western Addition, and Polk Gulch neighborhoods. We also build housing, develop grassroots leadership, and engage low-income residents and youth. Our employees are passionate about the mission; thrive in a family organizational culture; and embody values of empowerment, teamwork, and compassion. Chinatown CDC serves a diverse population and is committed to hiring practices that provide culturally competent services. We encourage people of color to apply.
Job Responsibilities
CCDC Board of Directors
- Attend and provide logistics for Board of Directors and Committee (Executive, Audit, Finance, Asset Management, Property Management, Housing Development, Program, and Governance Board) meetings and serve as the primary contact person for the Board with the support of the Director of Operations
- Prepare and create Board and Committee meeting packets and documents
- Assist with preparing agendas, compiling reports, distributing documents, drafting minutes, ensuring that the right processes are followed, and recording votes during meetings.
- Create thorough board meeting minutes that accurately represent the board’s appropriate performance of its fiduciary obligations
- Obtaining approval of the meeting minutes and Board documents
- Participating in pre-meeting planning
- Collaborate with other CCDC departments to prepare for meetings, including securing speakers or other event presenters
- Collaborate with management to ensure adherence to the Board bylaws and government’s standards for open meetings and other matters.
Executive Team
- Attend and record minutes at Executive Team and Management Team meetings, as well as cross-department meetings involving staff from Executive, Asset Management, Housing Development, Property Management, Resident Services and Fiscal Departments
- Provide administrative follow-up to these meetings, including tracking and monitoring of progress on assignments
- Maintain cross-department files
- Assist in cross-department communication, including maintaining systems
- Provide calendar management for Executive Team and Management Team meetings.
- Attend and record minutes for the CCDC Legacy Foundation
- Maintain corporate records for CCDC Legacy Foundation
- As needed, provide support for Executive Team members with written correspondence, preparation of invoices, and receipts and reimbursements tracking
- Assist Executive Team members in preparing reports as requested
- Assist Executive Team members in managing external presentations as requested
- Perform word-processing, scanning, and photocopying as requested
- Oversees coordination of high-profile special projects and assignments as required
Other
- Embody organization values (respect & compassion, empowerment, teamwork)
- Contribute to a safe and pleasant work environment
- Follow policies, procedures, and safe work practices
- Other duties as assigned
Knowledge, Skills, and Experience
- Experience working with senior management
- Strong organizational, analytical, and problem-solving skills
- Capacity to work independently and exercise own judgment
- Verbal and written correspondence
- Scheduling
- Problem solving
- Exercise confidentiality
- Ability to manage changing deadlines and work well under pressure in a fast-paced team environment
- Strong interpersonal skills
- Ability to maintain confidentiality
- Excellent written and verbal communication skills
- Ability to work effectively with people from ethnically and socio-economically diverse backgrounds
Minimum Qualifications
- Associate of Arts (AA) or equivalent training
- Two (2) years of executive administrative experience or an equivalent combination of education and experience
- High proficiency with Microsoft Office 365 Suite (Word, Excel, Outlook, Teams, Powerpoint or equivalent) and Zoom
- Excellent writing and editing skills
- Punctuality
Preferred Qualifications
- Bachelor’s Degree in Communications, Policy, or related social sciences field
- Experience providing direct services and/or providing administrative assistance to non-profit Boards or non-profit organizations
- Knowledge and experience in organizational effectiveness and operations management
- Experience in managing and facilitating meetings
- Familiarity with San Francisco Chinatown or other low-income communities
- High proficiency with Adobe Acrobat Pro