Position title
Executive Assistant
Description

The Executive Assistant provides administrative support to the Executive Director (ED). The position will coordinate essential duties on behalf of the ED to help manage internal and external communications and related functions.

Responsibilities
  • Provides general administrative support with professionalism and attention to detail
  • Maintains appointment and meeting calendars, arranges meetings, secures and prepares facilities, and prepares ED for meetings
  • Provides administrative support to the Board of Directors and relays information as requested, maintaining ongoing and timely communications
  • Takes minutes at bi-monthly director meetings and keeps track of action items and deadlines
  • Works with ED to coordinate meetings and materials for the Board of Directors, including compiling documents, managing schedules, and corresponding with the Board
  • Works with ED to keep the Board of Directors’ documents and the Board’s intranet up-to-date with detailed documents, calendars, financial documents, committee rosters, etc.
  • Drafts letters and email correspondences to community partners, funders, and other key partners on behalf of the ED
  • Coordinates ED’s community boards and committee meetings, materials, and records and distributes thorough meeting minutes
  • Provides event coordination support for four (4) all-staff meetings a year (including but not limited to: catering, gathering RSVPs, etc.)
  • Liaises with various committees and subcommittees at the organization and reports back to ED
  • Schedules speaking engagements for ED and assists with speech preparation and gathering related materials
  • Supports ED to prepare, file, and submit paperwork including relevant contracts, agreements, credit card statements, etc.
  • Coordinates travel arrangements for ED and works to schedule meetings and other relevant activities to maximize travel opportunities
  • Assists with coordination of mail and couriering grant packages
Experience
  • Minimum three (3) years of experience providing administrative support or relevant military experience and the desire to work in the nonprofit sector
  • Translatable military experience and skills may be alternatively substituted
Qualifications
  • Must be able to work independently and “manage up” with a proactive work approach
  • Must be detail-oriented and have strong organizational skills to prioritize and carry out multiple tasks requiring rapid turnaround
  • Ability to maintain confidentiality and sound judgment is a must
  • Flexibility to work evenings as needed for meetings and events
  • Ability to perform essential functions of the position within what would be considered reasonable accommodations
  • Ability to communicate effectively with a variety of personalities and be comfortable embracing the agency’s Diversity, Equity, and Inclusion initiative
Skills
  • Excellent writing and communications skills
  • Outstanding customer service skills and ability to represent the organization with the highest level of professionalism
  • Event coordination experience is a plus
  • Proficiency in Microsoft Office
  • Familiarity with Zoom and other conference calling equipment preferred
Job Benefits

Compensation is based on a competitive public interest salary scale. Swords to Plowshares offers a generous benefits package including the following benefits:

  • Excellent medical and dental packages
  • 403(b) retirement plan with employer contribution
  • 17 vacation days in the first year
  • 12 holidays every year
  • Wellness program
Date posted
October 22, 2019
Employment Type
Full-time, exempt
Industry
nonprofit
Job Location
94102, San Francisco, CA

Please submit a thoughtful cover letter explaining your interest in Swords to Plowshares, where/how you found out about this career opportunity, and your salary requirement. Email the cover letter along with your resume to [email protected]

Please include the exact title for this position in the subject line of your e-mail: Executive Assistant.

Position: Executive Assistant

Thank you for submitting your application. We will contact you shortly!