The Executive Assistant to the President manages and coordinates work, activities, and projects in support of Golden State Opportunity’s (GSO) executive, administrative, and governance functions. Duties include high level executive support (calendaring, correspondence, and travel/meeting logistics), coordinating projects and ongoing work; drafting official business and corporate documents; coordinating budgets, invoices, and expense reports; administering Office of the President policies and procedures; coordinating corporate and governance affairs; and overseeing and managing organizational files and archives.

Supervision

Reports to: Chief Operating Officer, additional supervision provided by President and Senior Manager of Finance & Administration

Type of Role

Part time, 25 hours a week; Confidential status

Essential Job Functions

Executive Administration – 60% ~15 hours a week

  • Perform high-level, administrative duties for the President, often dealing with highly sensitive and confidential matters with diplomacy, tact, and discretion. This includes: scheduling/calendaring; maintaining and prioritizing executive to-do list and ensuring items are completed in a timely fashion; identifying executive correspondence/email needs and preparing drafts; coordinating travel and meeting arrangements; and preparing expense reports.
  • Ensure the President and other meeting attendees are well prepared for effective and efficient meetings and associated follow-up.
  • Facilitate the preparation of meeting materials, such as background research, presentations, project/information packets, presentations and multimedia content.
  • Gather, disseminate, and track action items emerging from meetings ensuring timely and appropriate follow up.
  • Maintain and track annual, quarterly, and monthly schedules for key organizational activities that require the President’s input, engagement, and/or presence; ensure that President’s participation is scheduled with any associated challenges well communicated and planned for in advance.
  • Create and maintain a filing system for the President’s files, correspondence, and contacts.
  • Coordinate and assist with project management for activities and events involving the President.
  • All other executive administration duties as assigned.

Administrative & Finance Support – 32% ~ 8 hours a week

  • Support organizational finances, through: preparing and routing invoices; credit and payment card reports; and expense reports for review, approval, and payment; and maintaining financial records associated with the Office of the President appropriate to support audit needs and financial management best practices.
  • Facilitate the contract development and execution process; drafting contracts from templates, coordinating review, securing signatures; gathering W-9s for vendors; and maintaining the organizational contract log and files.
  • Coordinate and provide administrative support on projects, events, and initiatives, including developing and implementing plans, coordinating efforts, maintaining systems, tracking progress, preparing reports, facilitating communication, and following up on action items.
  • Coordinate and attend weekly staff meetings; note and track follow-up items as appropriate.
  • Support the internal communications function through flagging items for sharing with the entire GSO staff and soliciting meeting content accordingly
  • Create systems, workflows, and procedures to ensure efficient administration; maintain FAQ’s of key GSO knowledge and share with staff.
  • Coordinate conference room usage and all associated meeting and event hospitality.
  • Organize all organizational and corporate files and records.
  • All other finance and administrative support duties as assigned.

Governance Support – 8% ~ 2 hours a week

  • Under the supervision of the Chief Operating Officer and President, coordinate GSO’s corporate activities, including Board meetings, amendments and corrections to governing documents, and corporate filings.
  • In conjunction with Leadership and Board and Committee leadership, manage all meeting documents and logistics for selected Board Committee meetings.
  • Prepare official Board documents and communications, including notices, agendas, materials, and minutes, as directed.
  • Manage organization’s legal corporate records, including Board minutes, Board and Member actions, governing documents, and amendments/corrections.
  • Manage Board list and corporate information (such as published Board lists, organization’s corporate records and registrations) to ensure compliance with specific regulations/policies and general legal requirements.
  • In collaboration with the Chief Operating Officer and President, ensure that Board and Committee meetings are properly executed and have the required quorum, and provide logistical and administrative support as needed.
  • All other governance duties as assigned.

Knowledge, Skills, and Abilities

  • 5-7 years relevant prior work experience in complex, fast-paced administrative roles required.
  • Exceptional attention to detail, and an equal aptitude for information accuracy and integrity.
  • Resourceful, diplomatic, team-oriented, accountable, and sensitive to the needs of our partners and staff.
  • Exceptional oral and written communication skills to obtain and clearly, accurately and grammatically convey information.
  • Strong visual communication skills sufficient to produce compelling and aesthetically impactful presentations, diagrams, and communications materials.
  • Demonstrated ability to work effectively within a team environment and independently, with internal and external stakeholders and with diverse staff, partners, and vendors.
  • Strong relationship-building and interpersonal skills, enthusiasm, and optimism.
  • Ability to work in a fast-paced environment and balance a large portfolio of work; ability to manage one’s time independently and respect agreements, especially around due dates, timeliness, communications, and strategy.
  • Exceptional proficiency with PC and Mac operating systems and G Suite and Google Workplace applications as well as Microsoft Office 365 applications.
  • Ability to maintain a work environment consistent with the handling of confidential organizational, financial, and employee information.
  • Knowledge and familiarity with equity, inclusion, diversity, and belonging principles; proactively prioritizes these principles in one’s work and approach to relationship building.
  • Essential functions and duties require being able to communicate, see, and follow reasonable ergonomic recommendations and/or assistive devices to communicate and/or computer for extended periods. Reasonable accommodations will be made to enable qualified individuals with disabilities to perform the essential functions.
  • Ability to work overtime, holidays, weekends, and evenings as well as travel as needed.
  • Ability to work from the GSO office in San Francisco as needed and travel to GSO team events 2-3 times a year.

Preferred Knowledge, Skills, and Abilities

  • Experience with executive support, legal, financial, and/or non-profit administration (501c4 and/or 501c3).
  • Strong database skills, specifically Salesforce.
  • Familiarity with non-profit fundraising processes and donors.
  • Language skills sufficient to conduct business and community-based conversations in a language other than English; strong preference for Spanish, Chinese, Tagalog, Russian, or Hmong.
  • Expertise and/or lived experience with low-income communities and their needs, earned income and young child tax credits and policy, and/or economic justice.
  • Knowledge of public policy, governmental/legislative/political processes, and/or non-profit administration gained through experience or coursework.
  • Demonstrated interest in contributing to working to end the systems and conditions that create poverty in the U.S.
  • Ability to work 5 hours each day and additional hours as required per travel, event, and meeting schedules.

Selection Process

Please submit your resume no later than October 7, 2024 to jobs@goldenstateopportunity.org for consideration. If you have any questions about the position or our process, please reach out to Lindsay Cooper Martin at lindsay@goldenstateopportunity.org or ‪(916) 234-0231‬.

Golden State Opportunity is committed to providing reasonable accommodation to individuals with disabilities. If you are a qualified individual with a disability and need assistance applying online, please contact Lindsay Cooper Martin at lindsay@goldenstateopportunity.org or ‪(916) 234-0231‬. If you are selected for an interview, you will receive additional information regarding how to request accommodation during the interview process.

Golden State Opportunity advances equity and inclusion in the workplace by providing equal employment opportunity to all as part of a work environment free from discrimination. We encourage and welcome applicants who will work to further this commitment and add to the diversity of our organization on multiple dimensions including race, religious creed, color, national origin, ancestry, physical disability, mental disability, medical condition, exercising the right to family care and medical leave, genetic information, marital status, sex (includes pregnancy, childbirth, breastfeeding and related medical conditions), gender, gender identity, gender expression, age, sexual orientation, military and veteran status, political affiliation, or arrest or conviction record.

Offers of employment for this role will be conditional upon satisfactory completion of the background check prior to the start date. Any negative findings will be assessed based upon the potential risks and liabilities related to the job’s functions above.