Job Opportunities


April 2008

Title: Executive Administrator  
Location: San Francisco    
Reports to: President & CEO    
Status: Exempt Full-Time

Position Summary

The Executive Administrator is responsible for providing general support to the President & CEO and the Board of Directors and for the overall administration and operations of the Foundation’s two offices (San Francisco and Los Angeles). Under the general supervision of the President & CEO, the Executive Administrator manages the schedule and projects of the top executive and serves as primary support to the Board of Directors. The Executive Administrator also ensures the overall operating efficiency of the offices, including communications and IT support and coverage, procurement and maintenance of office equipment, ordering supplies, maintaining furniture, facilities and systems, providing administrative support and maintaining a professional office environment.

Essential Duties

- Administrative Assistance to President & CEO  
- Manage the President & CEO’s calendar, using discretionary judgment in support of established priorities, goals and timelines  
- Coordinate with Development Assistant in the scheduling of meetings for President & CEO with donors and prospective donors  
- Assist the Pres/CEO and Development & Communications staff in preparing speeches and presentations, including Internet research, drafting, editing, proofreading, creating PowerPoint presentations, providing AV and technical support to ensure effective delivery  
- Serve as liaison for the President & CEO with Foundation staff, donors and other constituents  
- Schedule and prepare the President & CEO for travel  
- Respond to written and telephone inquiries and invitations, using discretionary judgment to forward selected calls and correspondence to President & CEO  
-Draft correspondence for the President & CEO  
- Complete expense reports and reconcile credit card accounts for the President & CEO   
- Manage projects assigned by and in support of the President & CEO  
- Maintain records, contact lists and other information and files (electronic and paper) related to the work of the President & CEO  

Administrative Assistance to the Board of Directors 

- Schedule and arrange all meetings and logistics, including full board and committee meetings   
- Oversee preparation and production of board and committee packets  
- Provide support to Board members during and between meetings, as requested by Board and Committee Chairs  
- Maintain open and positive communication with, between and among the Board  
- Transcribe and disseminate minutes and major decisions  
- Maintain all files related to the membership and functions of the Board  
- Serve as liaison for the President & CEO with Foundation board members 

Office Management      

- Oversee management of the Los Angeles and San Francisco offices of the Women’s Foundation of California, including facilities management, vendor relations, purchasing, general office maintenance, and human resources support (including recruitment, orientation and benefits administration)  
- Facilitate regular meetings of the administrative staff, and delegate tasks as needed to maintain balance and efficiency within and between departments and offices  
- Work closely with Administrative and IT staff in both offices to ensure that computer and networking systems are operating efficiently  
- Coordinate responses to inquiries about the general work of the Women’s Foundation of California and respond to written, e-mail, and telephone inquiries  
- Receive, distribute and manage all mail and shipping accounts  
- Conduct regular inventory of office and other supplies; order new supplies as needed, including furniture and technology needs; schedule all necessary repair and maintenance on office equipment to retain warranties and prevent loss of use or productivity  
- Maintain relationship with building management and staff, and address all building-related issues on behalf of the Foundation  
- Maintain relationship with phone system vendor to ensure prompt and efficient phone support during business hours of 9:00 a.m. to 5:00 p.m. 

General Administrative Support       

- Assist in preparation for Foundation-hosted meetings and assist in organization of events  
- Take on special project responsibilities as required  
- Lead the Administration team across both the San Francisco and the Los Angeles offices, and support the objectives of the Administrative staff and the Foundation 

Qualifications Required 

- A strong commitment to the mission, policies, goals and philosophy of the Women's Foundation of California  
- Demonstrated ability and background in executive support and office administration 5+ years of executive administrative experience, including Board support  
- Excellent written, oral and listening communication skills  
- Ability to anticipate needs of others (staff, board, donors), work independently and multi-task with a high degree of proficiency in project and time management  
- Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment  
- Strong interpersonal skills and independent decision-making capacity  
- Ability to create positive, long-term working relationships by demonstrating a commitment to team work and customer service, tact, dependability, diplomacy, and flexibility  
- Willingness and ability to travel to meetings and other Foundation offices (must maintain CA driver license and adequate insurance, and be able to fly coach class)  
- Track record of being highly organized, self-starting and pro-actively initiating  
- Creativity and flexibility in developing approaches and problem solving  
- Proven ability to work in a small and friendly office environment where each staff person assumes multiple responsibilities while striving to achieve shared goals  
- Positive approach, can-do attitude and sense of humor  
- Mastery of MS Office Suite (including Outlook, Excel and Word), Internet communication and web navigation and search  
- Strong computer skills; experience in troubleshooting hardware and software problems such as phone systems, remote server access, and MS-Office applications  
- Desired: Some fundraising database experience (Raiser’s Edge preferred)  
- Experience in a fundraising climate or organization strongly preferred 

Physical demands and work environment 

The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the job’s essential functions. While performing the duties of this job, the employee is frequently required to sit for long periods while using a computer with keyboard, screen and mouse; talk and listen on a telephone and in person; read and write; apply logic and focus attention in the presence of distractions. Occasional requirements are to stand or walk for brief periods, travel by car or air, lift and/or move loads of up to 25 pounds.


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Equal Employment Opportunities and Affirmative Action Statement
The Women's Foundation of California believes in equal opportunity for individuals without regard to race, ancestry, religion, creed, gender, national origin, ethnicity, age, mental or physical abilities, political affiliation, sexual orientation, color, gender identity characteristics or expression, marital status, economic status, veteran status or medical condition (for example, AIDS, AIDS-related condition or cancer). This belief in equal opportunity extends to board and committee membership and volunteers, as well as to all phases of employment. Opportunity is provided to all applicants and employees on the basis of qualifications and job requirements.