Executive Assistant

About St. Anthony’s

Founded in 1950, St. Anthony's is the most comprehensive safety net service center in San Francisco, directly providing food, clothing, medical care, addiction recovery services, access to technology, job training, and other critical resources to the community. Every day we support and are supported by thousands of San Franciscans. Everyone who comes through our doors joins the St. Anthony's team and helps us create a future where all people flourish.

Principal Responsibility

The Executive Assistant serves as a trusted executive partner to the Chief Executive Officer and provides high-level administrative, operational, governance, and donor engagement support to the CEO, Advancement leadership, and Board of Directors.

The defining work of this role is holding the organization's priorities, relationships, and active initiatives as a connected whole, understanding not only what is being asked but why it matters, and anticipating what each situation requires before being asked. The Executive Assistant owns and integrates the systems, processes, and standards that support executive leadership, Board governance, and donor relations, connecting information across these workstreams so that priorities, commitments, and deliverables are coordinated and executed with accuracy and consistency, and so that nothing of consequence falls into the gaps.

Acting as an extension of the CEO and Advancement leadership, the Executive Assistant exercises sound judgment, protects executive time, manages sensitive information with discretion, and reads the stakes and context of high-profile interactions with Board members, donors, and civic leaders. This role investigates and resolves ambiguity independently, bringing a recommended path forward rather than passing questions upward unresolved.

Success in this role is measured by the executive team's ability to focus on strategic leadership while executive operations, governance activities, and donor engagement are anticipated and executed seamlessly, with minimal oversight.

Essential Duties and Responsibilities

Executive Operations and Leadership Support

• Manage executive office systems, workflows, calendars, priorities, and communications to maximize leadership effectiveness and ensure alignment with organizational, fundraising, and governance priorities.
• Protect executive time by managing competing demands, prioritizing commitments, and ensuring leaders are prepared for meetings, decisions, presentations, and key initiatives.
• Maintain visibility into executive commitments, monitor progress on assignments and follow-up actions, and ensure timely completion of deliverables.
• Anticipate needs, identify issues proactively, resolve routine matters independently, and elevate matters requiring executive judgment.
• Continuously improve executive operations through process improvements, standardization, and implementation of best practices that enhance efficiency, consistency, and accountability.
• Consistently protecting executive capacity, including reducing administrative burden by anticipating needs, eliminating unnecessary follow-up, and ensuring work is completed accurately the first time.

Board Governance and Executive Communications

• Coordinate Board and committee operations, including meeting schedules, annual governance calendars, agendas, materials, logistics, and follow-up actions.
• Maintain official governance records, meeting documentation, resolutions, and related Board materials.
• Serve as the primary liaison between the Board of Directors and executive leadership to ensure timely communication and coordination.
• Review and ensure the quality, accuracy, completeness, and professionalism of Board materials, executive communications, donor correspondence, presentations, and related documentation prior to distribution.

Donor and Advancement Support

• Coordinate donor engagement activities for the CEO and Advancement leadership, including scheduling, logistics, briefing materials, stewardship activities, and follow-up communications.
• Prepare executive and donor briefing materials that support relationship management, fundraising strategies, and organizational priorities.
• Ensure continuity, consistency, and follow-through across donor interactions while maintaining accurate records and communication

Administrative and Financial Operations

• Manage executive office administrative functions, including purchasing, accounts payable processing, expense reconciliation, timesheet administration, records management, and related operational documentation.
• Prepare, review, maintain, and submit administrative, financial, and operational records accurately and timely.
• Utilize organizational systems and databases to enter, retrieve, analyze, and report information as needed.

Collaboration, Communication, and Organizational Representation

• Coordinate activities among the CEO, Advancement team, executive leadership, and other stakeholders to support organizational priorities and strategic initiatives.
• Facilitate leadership meetings, including agenda development, meeting logistics, documentation, and follow-up actions.
• Build productive working relationships across departments while navigating competing priorities and maintaining accountability for results.
• Represent the Office of the CEO with professionalism, discretion, sound judgment, diplomacy, and exceptional customer service in all interactions.
• Promote a work environment that reflects the values, hospitality, professionalism, and mission of St. Anthony Foundation.
• Demonstrate respectful, inclusive, and culturally responsive communication while working effectively with individuals from diverse backgrounds.

Compliance and Professional Development
• Maintain confidentiality and exercise sound judgment when handling sensitive information.
• Comply with organizational policies, procedures, and standards.
• Participate in training and professional development activities to enhance knowledge, skills, and effectiveness in the role.

Minimum Qualifications

• Five (5) to eight (8) years of progressively responsible experience supporting senior executives in a complex organizational environment.
• Experience supporting Board governance, executive leadership, and fundraising or donor engagement activities strongly preferred.
• Demonstrated ability to manage multiple high-priority initiatives and coordinate activities among senior stakeholders.
• Demonstrated ability to anticipate needs, connect details to broader organizational priorities, and independently resolve routine issues with minimal direction required.
• Proven ability to work independently, exercise sound judgment, and perform effectively in ambiguous or fast-paced environments.
• Excellent written, verbal, interpersonal, and organizational skills, including experience preparing executive correspondence and communications.
• Strong attention to detail and demonstrated ability to consistently produce accurate, high-quality work requiring minimal review.
• Serves as the final quality-control reviewer for Board materials, executive communications, donor correspondence, presentations, and meeting logistics before distribution.
• Ability to maintain professionalism, discretion, diplomacy, and appropriate boundaries in all interactions.
• Ability to remain composed and effective during emergencies, high-pressure situations, and periods of competing priorities.
• Proficiency with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and the ability to learn new technologies and information systems. Experience with HRIS, ATS, or related systems preferred.
• Certified Notary Public, or willingness to obtain certification.
• Highly dependable, self-motivated, organized, and team-oriented.
• Ability to work evenings, weekends, and holidays as needed.
• Experience working within a nonprofit, community-based, or social service organization preferred.
• Commitment to the mission, values, and service philosophy of St. Anthony Foundation.

St. Anthony’s has a diverse workforce, welcoming all ethnicities, faith backgrounds and worldviews. We are also proudly Catholic. Our Franciscan identity is at the core of our mission, namely to uphold the dignity and value of the human person and lift the spirits of those in need to help create a society in which all person's flourish.
People of color, differently-abled people, LGBTQI+, and folks with lived experience are strongly encouraged to apply.

St. Anthony's is proud to be an Equal Employment Opportunity Employer. We value diversity of culture, thought, and lived experiences. We seek talented, qualified individuals regardless of race, color, religion, sex, pregnancy, marital status, age, national origin or ancestry, citizenship, uniform service membership/veteran status, physical or mental disability, sexual orientation, gender identity, gender expression regardless of physical gender, or any other consideration made unlawful by federal, state, or local laws.

St. Anthony's uses E-Verify to validate our new employees' eligibility to work legally in the United States.