Executive Assistant

Scion Staffing has been engaged to conduct an immediate search for an experienced Executive Assistant for our client, a leading social services agency in California dedicated to empowering children, youth, and families through a wide range of essential services. Reporting to the Chief Officers, the Executive Assistant is responsible for planning and orchestrating their duties and responsibilities 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. This full-time, on-site role is based in South San Francisco, California. RESPONSIBILITIES: Provides high-level administrative and operational support to senior executives with minimal direction. Represents executives in non-critical meetings, capturing key discussion points and tracking follow-up actions. Strategically manages complex calendars, aligning scheduling with executive priorities and energy management. Coordinates meetings, conference calls, events, and virtual platforms, including logistics, and AV setup. Prepares executives for meetings by drafting agendas, taking minutes, and ensuring timely follow-up on action items. Acts as a central liaison between executives and internal/external stakeholders, including vendors, board members, brokers, and county officials. Oversees the creation, editing, and formatting of written communications, reports, presentations, and other executive materials. Handles procurement processes, tracks expenses, manages contracts and purchase orders, and ensures timely reconciliation for executive needs. Coordinates building service requests, office space planning, and provides cross-departmental administrative support. Tracks staff training participation, including compliance and safety programs, to support leadership oversight. Maintains and updates organizational distribution lists and internal org charts. Guides and supports Administrative Assistant staff in adhering to agency procedures and contributes to training and policy compliance initiatives. Oversees multiple SharePoint sites and Microsoft Teams groups to support collaboration and information management. Monitors and updates the agency website to reflect leadership changes and executive transitions. Serves as the agency administrator for Zoom, managing credential distribution and providing training as needed. Oversees the agency’s annual insurance renewal process and ensures timely dissemination of related documents. Maintains current and compliant business licenses for the organization. Trains and mentors Executive Assistants and Core Division Administrative Assistants to promote consistency in administrative practices across the agency. QUALIFICATIONS: Bachelor’s degree in business, communications, journalism or related area preferred. Combination of relevant work experience and education may substitute the bachelor’s degree requirement. 5 years of progressively responsible administrative experience, including direct support to executive leadership and staff supervision. Exceptional written and verbal communication skills. Highly organized, detail-oriented, and collaborative, with the ability to manage competing priorities in a fast-paced, executive-level environment. Advanced computer proficiency with Microsoft Office suite, Zoom and SharePoint. Demonstrated ability to handle sensitive and confidential information with discretion and integrity. Ability to represent the executive and program with professionalism and decorum. Our client is an equal opportunity employer that recognizes the value of diversity. We believe a diverse workforce within a culture of Inclusion, Diversity, Equity, and Access (IDEA) increases creativity, innovation, problem-solving, and teamwork for the youth and families that we serve and the organization as a whole. They strive to provide employees a workplace that is welcoming, inclusive of differing world views, cultures, and lived experiences. Must meet all state required conditions of employment as set forth by Community Care Licensing for a Licensed Community Care facility; i.e. Fingerprint and Child Abuse Index clearance, TB/Health Physical. COMPENSATION AND BENEFITS: In addition to a competitive salary in the range of $85,000 to $95,000 (commensurate with experience), this position offers medical, dental, and vision insurance; 403(b) Retirement Plan; Flexible Spending Accounts (FSA); Basic Life and Accidental Death & Dismemberment (AD&D) Insurance; Short- and Long-Term Disability Insurance; Employee Assistance Program (EAP); and Commuter Benefits.

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