Description
The Executive Assistant provides executive-level administrative support to the President/CEO and potentially one other executive. The Executive Assistant serves as a liaison to the Board of Directors and senior leadership across the organization.
What You Will Do:
• Executive Support: Provide proactive, strategic administrative support to the President/CEO anticipating needs and delivering solutions that allow CEO to focus on priorities.
• Board & Committee Engagement: Serve as the primary support for the Board of Directors (Sequoia Living & SSNC) and all related committees, including Governance, Internal Affairs, and External Affairs. Ensure all board interactions and materials reflect the highest level of professionalism and impact.
• Board Portal Management: Maintain and continuously update the online Board Portal, ensuring directors always have timely access to accurate, well-organized, and visually compelling materials.
• Communication & Stakeholder Relations: Deliver polished, discrete, and effective communication across all channels-email, phone, instant messaging, and written correspondence-with internal and external stakeholders.
• Meeting & Event Coordination: Plan and execute high-stakes meetings and events, including staff retreats and Quarterly Board Meetings. Manage every detail flawlessly-from A/V and catering to guest speakers and RSVPs-ensuring a professional experience from start to finish.
• Materials Preparation & Design: Gather, proofread, and integrate content from across departments. Update graphs, refine presentations, and assemble professional-grade packets for Presentations, including those for Residents, Team Members, Board, and Committees.
• Minutes & Follow-Up: Draft clear, actionable meeting minutes that capture critical decisions, define next steps, and track accountability.
• Cross-Organizational Liaison: Act as the central point of contact for Boards, Committees, executives, team members, and residents, fostering seamless collaboration and trust.
• Leadership of Support Staff: Provide guidance and leadership to the home office support team, ensuring consistency, professionalism, and excellence in all administrative functions.
• Financial Administration: Manage corporate credit card transactions and expense reports for the President/CEO with accuracy and confidentiality.
• Adaptability: Take on additional projects and responsibilities as assigned, approaching each with initiative and precision.
• Other responsibilities as assigned.
Why Work Here:
• We have medical and dental coverage or pay a cash stipend if you are covered on another plan. Life Insurance, Commuter Benefits, Emergency Relief Fund, and much more!
• We offer professional development opportunities.
• $47.26 -$55.54/hr
Who You Are:
• You enjoy working with people and have interpersonal skills.
• You like your days to be varied, can handle a fast-paced environment, and don't mind working under pressure.
• Proficient with Microsoft Office suite of products (Word, Excel, Outlook, PowerPoint) and the ability to quickly learn any applicable software applications. Must be highly proficient with communications technology, e.g., Zoom, MS Teams, email, instant messaging, etc. Knowledge of Canva (graphic design), Asana (work management), and CRM or similar platforms preferred.
• Working knowledge of general office equipment. etc. Ability to work independently and take initiative. Ability to problem solve to assess needs and determine appropriate course of action.
• Discretion is key as this role oversees sensitive information on behalf of the CEO. Ability to multi-task and work under pressure. A sense of humor is a must, in addition to an ability to act with patience, tact and courtesy in dealing with a diverse group of people, including residents, staff, vendors, Board members, and external people under demanding and difficult conditions. Sensitivity and understanding of issues related to aging.
• Ability to multi-task and work under pressure. A sense of humor is a must, in addition to an ability to act with patience, tact and courtesy in dealing with a diverse group of people, including residents, staff, vendors, Board members, and external people under demanding and difficult conditions. Sensitivity and understanding of issues related to aging.
• High school graduate or equivalent plus advanced administrative training or completion of a Business Administration program. Bachelor's degree preferred. Minimum of five (5) years of executive-level administrative operations experience, preferably in a senior living or hospitality environment. Strong writing and editing skills with the ability to create meeting materials. Proficiency in calendar management and office procedures is a must, along with exceptional organizational skills.
Who We Are: Founded in 1958, Sequoia Living is a Bay Area-based nonprofit organization dedicated to providing older adults with stimulating, joyful living environments and services that support and enrich their lives. Throughout our six decades as a nonprofit serving Bay Area seniors, we've learned the importance of connection and collaboration when it comes to providing resources for healthy aging. From our continuing care retirement communities (CCRCs) to safe affordable housing, engaging senior centers, and a purpose-filled volunteer program, we provide friendly environments where people can explore and discover what it means to grow stronger, wiser, and more joyful.
Sequoia Living is an Equal Employment Opportunity and Affirmative Action Employer. Qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender perception or identity, national origin, age, marital status, protected veteran status, or disability status.
Pursuant to the San Francisco Fair Chance Ordinance, we may consider for employment qualified applicants with arrest and conviction records.
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