Aspiranet is hiring: Executive Assistant - 14219 in San Francisco

Overview

Executive Assistant

Location: On-Site – South San Francisco, CA

Schedule: Full-Time - Exempt

Department: Headquarters

Reports to: Chief Executive Officer

Pay Range: $85,000.00 - $95,000.00

Make a Meaningful Impact

Aspiranet, a leading California-based nonprofit dedicated to supporting children, youth, and families, is seeking a dedicated and detail-oriented Executive Assistant to join our team. If you thrive in a fast-paced, mission-driven environment and have a passion for providing excellent operational support while collaborating and working with the HQ team, we’d love to hear from you.

About Aspiranet

Aspiranet is a mission-driven social services agency with a proud legacy of supporting California communities since 1975. We are committed to ensuring that every child is loved, every family is supported, and every individual has the tools to succeed. Our services span the state and are delivered through six dedicated divisions: Foster Care and Adoption; Transitional Aged Youth (TAY); Residential; Intensive Home-Based Services; Behavioral Health; and Family and Community. At Aspiranet, every role contributes to something greater—helping to create a future where opportunity, hope, and healing are within everyone’s reach.

Position Summary

The Executive Assistant supports the Chief Officers of the agency by planning and orchestrating work to ensure that the senior executives priorities are met, organizational goals are achieved, and best practices are upheld. The Executive Assistant works independently performing a wide range of complex and confidential administrative duties for the C-suite, while supervising assigned administrative staff.

Key Responsibilities

• Meeting & Event Coordination: Schedule and coordinate meetings, conference calls, and events, including logistics, AV setup, catering, and virtual platform facilitation.
• Take minutes, prepare detailed agendas, and ensure follow-up actions are completed post-meetings.
• Serve as Zoom administrator for the agency, providing access and training as needed.

• Stakeholder Communication & Liaison: Act as primary point of contact between executives and internal/external stakeholders including board members, brokers, vendors, and county representatives.
• Draft, edit, and proofread high-quality communications, reports, spreadsheets, presentations, and board materials.
• Monitor and update agency website when senior leaders are hired or transition out.

• Procurement, Finance & Facilities: Manage procurement activities including purchase orders, contracts, and executive expense reporting.
• Complete building service requests and coordinate office space planning across departments.
• Oversee the agency’s annual insurance renewal and maintain active business licenses.

• Compliance & Training Oversight: Monitor staff participation in mandatory trainings (e.g., compliance, safety) and support divisional leadership in accountability efforts.
• Maintain up-to-date organizational charts and distribution lists.
• Lead and support training on agency policies and procedures for Administrative Assistant staff at all levels.

• Technology & Information Management: Manage and maintain agency SharePoint pages and Microsoft Teams groups for executive and departmental use.
• Ensure consistent application of digital tools across administrative teams.
• Train and support new Executive and Core Division Administrative Assistants to standardize processes.

Qualifications

• Bachelor’s degree in Business, Communications, Journalism, or a related field preferred. A combination of relevant education and professional experience may be considered in lieu of a degree.
• Minimum of five (5) years of progressively responsible administrative experience, including direct support to executive leadership (such as a CEO) and supervisory responsibilities.
• Exceptional written and verbal communication skills.
• Highly organized and detail-oriented with proven ability to manage multiple priorities and meet deadlines in a dynamic, fast-paced environment.
• Strong interpersonal skills and a collaborative mindset; ability to work effectively as part of a team.
• Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), Zoom, and SharePoint.

Work Environment & Schedule

• Monday – Friday standard 8:00 am – 5:00 pm business hours.

Why Aspiranet?

• Competitive compensation, comprehensive benefits package, and a 403(b) retirement plan with employer matching.
• Access to the Aspiranet Employee Perks Program with discounts on entertainment, travel, wellness, pet care, gym memberships, theme parks, and more.
• Flexible paid time off including 11 paid holidays, 10 vacation days, 10 sick days, two diversity days, and paid birthday time off.
• Employee assistance program with 24/7 crisis line; up to 6 counseling sessions per issue.
• Training opportunities to support ongoing development and career aspirations.
• Collaborative, inclusive, mission-aligned culture.
• Leadership opportunities for meaningful initiatives that support employee wellbeing.

Physical Demands: This position operates in a standard office environment with typical noise levels. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform essential functions.

Equal Employment Opportunity: Aspiranet is an equal opportunity employer that values diversity. We strive to provide a welcoming and inclusive workplace.

How to Apply

Join us in building brighter futures. Apply through our career portal at www.aspiranet.org/careers. Pro tip: create an account to start your application quickly.