Executive Assistant Job at Hamilton Families in San Francisco

Who We Are At Hamilton Families, our mission is to end family homelessness in the San Francisco Bay Area. Since 1985, we have been meeting the most urgent needs of unhoused families in our community. Our programs specialize in preventing family homelessness when possible, providing shelter and transitional housing to families in times of need, supporting the wellbeing and academic achievement of children who experience homelessness, and quickly returning families to safe and stable housing throughout the Greater Bay Area. We foster an inclusive environment where diverse perspectives are valued and contribute to our collective success. Our commitment to inclusivity ensures every team member feels respected, supported, and empowered to thrive. What You’ll Do We’re excited to be adding an Executive Assistant to our leadership team! This pivotal role provides high‑level administrative and project management support to the Chief Executive Officer (CEO) and serves as a key liaison to the Board of Directors (BOD) and Executive Team. The Executive Assistant ensures seamless operations of the executive office through proactive communication, effective prioritization, and discretion in handling confidential information. This role is ideal for someone who thrives in a mission‑driven environment and enjoys partnering with executive leadership to drive organizational impact. What Your Day Looks Like Support to the CEO Provide comprehensive administrative and project management support to the CEO, including prioritizing communications, managing the calendar, and preparing briefing materials and correspondence. Oversee the flow of information to and from the CEO’s office, ensuring timely follow‑up on action items and alignment with organizational priorities. Draft and edit communications, presentations, memos, and materials for internal and external stakeholders. Anticipate CEO needs by preparing relevant research, background information, and key talking points in advance of meetings. Represent the CEO in meetings, record strategic discussion points, and oversee follow‑up actions. Manage confidential information with the highest level of discretion and professionalism. Lead the planning and coordination of internal meetings and events, including staff town halls, executive off‑sites, and quarterly “Lunch with the CEO” sessions. Execute or oversee special projects as assigned by the CEO. Board Liaison Manage all aspects of Board of Directors engagement, including scheduling, communication, and document preparation for meetings and committees. Maintain board governance records, ensuring compliance with bylaws, the San Francisco Nonprofit Public Access Ordinance, and other relevant requirements. Lead onboarding and transition processes for new and outgoing board members. Prepare meeting agendas, board books, and documentation; capture strategic discussion points and follow‑up actions. Support the CEO and Board Chair in maintaining strong board relations and effective governance practices. Executive Team Support Partner with the Executive Team to align priorities, facilitate communication, and monitor progress on key initiatives. Lead coordination of cross‑departmental projects, ensuring deliverables and deadlines are met. Manage high‑level internal communications and ensure executives have the information and resources necessary for decision‑making. Provide oversight for recurring executive meetings, ensuring agendas, materials, and outcomes are strategically aligned with organizational objectives. What Makes You Successful in This Role Ability to work and collaborate with a diverse group of people on projects and make decisions for the benefit of our participants. Proven ability to manage competing priorities and maintain professional composure in a dynamic environment. Skilled at building relationships and collaborating across all levels of an organization and with external partners. Highly organized, self‑motivated, and capable of working independently to meet goals. Demonstrated ability to exercise appropriate judgement and uphold policies and procedures. Skilled in documentation, reporting, and maintaining confidentiality. What You Bring 5+ years of progressively responsible administrative experience supporting senior leadership, preferably in a non‑profit environment. Bachelor’s degree preferred; equivalent experience considered. A background in working with nonprofit organizations, social services organizations, or community‑based programs. Demonstrated experience managing board relations and executive communications. Project Management and organizational skills with the ability to meet multiple deadlines. Highly proficient in Microsoft Office Suite, Salesforce, and other software. Excellent written and verbal communication skills. Why Choose Us Our commitment to welcome all individuals creates a richness of viewpoints and keen ability to challenge established thinking. Enjoy excellent medical, dental, and vision coverage. Employer matched 403(b) retirement plan. Wellness and commuter benefit programs. Paid time off and holidays. Our Values Resourceful Helpful / “Yes, And” Growth Mindset Data Informed EDI: Equitable, Diverse, and Inclusive Salary Range $115,000 annual salary Position Type Full‑time, Exempt Union Representation No Schedule Full‑time, with typical business hours with occasional flexibility for trainings, events, and meetings Location 2567 Mission Street, San Francisco, CA 94110 Equal Employment Opportunity Statement Hamilton Families is proud to be an Equal Employment Opportunity employer. Equity, diversity, and inclusion are central to our organization. We actively seek and prioritize diversity in our teams. We welcome applications from people with a variety of backgrounds and ages, including people of color, candidates with lived experiences, candidates in the LGBTQ+ community, and candidates who identify personally at any part of the gender spectrum. Additionally, we are committed to working with and providing reasonable accommodation for individuals with disabilities. #J-18808-Ljbffr