Executive Assistant

Description:

Division: Administration

Reports to: Executive Director

Work Location: Downtown Campus

Hours: Full Time, Regular

Status: Exempt / Salary

Position Summary

The Executive Assistant is responsible for providing high\-level administrative and operational support to the senior leadership team of SVdP–Alameda County, including organizational Directors and the Executive Director. This position plays a key role in supporting efficient organizational operations, leadership coordination, project management, communication flow, and administrative functions in alignment with SVdP’s mission and strategic goals.

The Executive Assistant works closely with leadership, staff, Board members, volunteers, community partners, and external stakeholders to ensure effective scheduling, communication, meeting coordination, and administrative support across departments. This position requires professionalism, discretion, strong organizational skills, attention to detail, and the ability to manage multiple priorities in a fast\-paced, mission\-driven environment.

DUTIES \& RESPONSIBILITIES:

• Provides administrative support to the Executive Director and senior leadership team, including Directors and department leadership.
• Manages calendars, schedules meetings, coordinates appointments, and assists with prioritization of leadership activities and commitments.
• Coordinates internal and external meetings, including preparation of agendas, meeting materials, presentations, minutes, and follow\-up communications.
• Assists with planning and coordination of Board of Trustees meetings, committee meetings, leadership meetings, and organizational events.
• Maintains confidential organizational, personnel, donor, and operational information with professionalism and discretion.
• Screens and prioritizes incoming communications, correspondence, phone calls, and inquiries on behalf of leadership.
• Assists leadership with preparation of reports, presentations, spreadsheets, correspondence, and organizational documents.
• Coordinates travel arrangements, logistics, registrations, and itineraries for leadership staff as needed.
• Supports cross\-department communication and coordination to ensure timely completion of organizational projects and initiatives.
• Maintains organized electronic and physical filing systems, records, and administrative documentation.
• Tracks deadlines, action items, and follow\-up assignments for leadership and organizational initiatives.
• Assists with vendor communication, office coordination, supply management, and administrative purchasing processes.
• Supports preparation and distribution of organizational communications and internal announcements.
• Assists with event logistics, fundraising activities, and community engagement efforts as assigned.
• Serves as a professional point of contact for Board members, donors, community partners, volunteers, and external stakeholders.
• Supports implementation and improvement of administrative systems, office procedures, and operational efficiencies.
• Assists with special projects, strategic initiatives, and research assignments as directed by leadership.
• Supports a culture of accountability, collaboration, professionalism, and mission\-driven service throughout the organization.
• Performs additional duties and special projects as assigned.

Requirements:

GENERAL QUALIFICATIONS:

• Strong work ethic and willingness to accomplish challenging goals.
• Ability to comply with written and verbal instruction and complete assigned tasks independently.
• Accountability to supervisors, deadlines, and performance expectations.
• Professionalism, maturity, sound judgment, and problem\-solving abilities.
• Positive attitude and ability to contribute constructively within a team environment.
• Demonstrates initiative, flexibility, creativity, and enthusiasm.
• Strong organizational and administrative skills with exceptional attention to detail.
• Ability to work effectively in a fast\-paced and evolving environment.
• Excellent customer service and stakeholder engagement skills.
• Ability to maintain confidentiality and exercise discretion regarding sensitive information.
• Strong written, verbal, interpersonal, and presentation communication skills.
• Ability to manage multiple projects simultaneously while meeting deadlines.
• Dependable, trustworthy, and detail\-oriented.
• Commitment to ongoing learning and professional development.
• Ability to collaborate respectfully and professionally across departments.

SPECIFIC QUALIFICATIONS:

• Ability to learn, understand, and model the nine core values promoted by SVdP: Vincentians, Storytelling, Grit, Accountability, Volunteerism, Kindness, Joy, Kaizen, and Engagement.
• Minimum of three to five years of progressively responsible executive administrative support experience preferred.
• Experience supporting senior leadership, executives, or multiple managers in a professional environment preferred.
• Strong organizational, time management, and project coordination skills required.
• Excellent written communication, proofreading, and document preparation skills.
• Ability to prioritize competing demands, manage multiple projects simultaneously, and meet deadlines under pressure.
• Demonstrated ability to maintain confidentiality and handle sensitive information with professionalism and discretion.
• Strong interpersonal and relationship\-building skills with the ability to interact professionally with diverse stakeholders.
• Ability to work independently while exercising sound judgment and decision\-making abilities.
• Experience coordinating meetings, events, schedules, travel, and executive communications preferred.
• Strong proficiency with Microsoft Windows, Word, Excel, PowerPoint, Outlook, email systems, virtual meeting platforms, and web\-based applications.
• Experience with nonprofit organizations, Board support, or faith\-based organizations preferred.
• Understanding of and willingness to work within a faith\-based organization grounded in Catholic values.

EDUCATIONAL REQUIREMENTS:

• Associate degree required; Bachelor’s degree preferred, or equivalent combination of education and experience.
• Degree emphasis in Business Administration, Communications, Office Administration, Nonprofit Management, or related field preferred.

This job description is a general description of essential job functions. It is not intended as an employment contract, nor is it intended to describe all duties that someone in this position may perform. All employees of the Society of St. Vincent de Paul are expected to perform tasks as assigned by St. Vincent de Paul’s supervisory/management personnel, regardless of job title or routine job duties.

At SVdP\-Alameda County, we are an equal opportunity employer committed to a diverse, inclusive, and equitable workplace and candidate experience. We strive to create an environment where everyone has a sense of belonging and purpose, and where we learn from the unique experiences of those around us.

We encourage all qualified candidates to apply regardless of race, color, ancestry, religion, national origin, sexual orientation, age, citizenship, marital or family status, disability, gender, gender identity or expression, pregnancy or caregiver status, veteran status, or any other legally protected status.