Executive Assistant

Description

Position Overview:

As the Executive Assistant at Bayview Hunters Point Foundation, you will provide high-level administrative, communications, and development support to the CEO and executive leadership team in a fast-paced, mission-driven environment. You will serve as a key partner in ensuring smooth day-to-day operations, clear communication, and coordinated organizational priorities.

The Executive Assistant will support BVHPF’s executive team with a wide variety of projects as needed. A key element of this role will include managing the organization’s website, social media, and communications (both internal and external), implementing a donor database, and organizing 'friendraising' and fundraising events under the direction of the CEO. This is a full-time exempt position reporting directly to the CEO.

Your position requires professionalism, confidentiality, and excellent organizational and communication skills. You will regularly engage with senior leadership, staff, board members, and external partners to advance BVHPF’s mission and uphold its values of integrity, accountability, and community care.

Duties and Responsibilities:

• Executive and Administrative Support:
• Provide comprehensive administrative support to the CEO and executive team.
• Manage complex and active calendars, coordinate meetings, and arrange detailed travel plans.
• Prepare correspondence, reports, and presentations for internal and external use.
• Maintain organized digital and physical filing systems and key organizational documents.
• Research, prioritize, and follow up on issues and concerns addressed to the CEO.
• Track deadlines, priorities, and deliverables to ensure timely completion.
• Plan, coordinate, and document agendas for senior leadership, all-staff, and off-site meetings.
• Prepare, route, and track contracts, requisitions, and other official documents requiring signatures.

Communications and Development Support:

• Oversee and maintain the organization’s website and ensure regular content updates.
• Manage BVHPF’s social media accounts, developing consistent and mission-aligned messaging.
• Coordinate donor communications and acknowledgements.
• Support the implementation and maintenance of a donor or development CRM system.
• Draft and distribute newsletters, e-blasts, and partner updates.
• Coordinate communications with the Board of Directors, funders, and institutional partners.
• Assist in planning and executing friendraising, fundraising, and community engagement events under the direction of the CEO.

Calendar and Task Management:

• Schedule and confirm meetings with internal and external stakeholders.
• Review and prioritize incoming emails and correspondence for timely responses.
• Maintain recurring appointments and plan meeting logistics.
• Support executive planning by tracking key deadlines and upcoming commitments.

Clerical and Special Projects:

• Assist with research, data collection, and preparation of briefing materials.
• Support the CEO in managing relationships with board members, funders, and partners.
• Manage special projects that advance organizational goals and leadership initiatives.

Requirements

Minimum Requirements and Experience:

Experience:

• Two to three years of experience as an Executive Assistant or in a communications or development role, preferably within a nonprofit or social impact organization.

Knowledge:

• Understanding of nonprofit operations, donor relations, and administrative systems.
• Familiarity with digital communications, website management, and donor tracking systems (CRM).
• Knowledge of Microsoft Office Suite, Outlook, SharePoint, Teams, and Canva preferred.
• Understanding of confidentiality standards and discretion in managing sensitive information.

Skills:

• Excellent written, verbal, and interpersonal communication skills.
• Strong organizational and project management abilities with attention to detail.
• Ability to work independently and collaboratively in a fast-paced environment.
• Professional judgment, problem-solving, and critical thinking skills.
• Adaptability to shifting priorities while maintaining composure and accuracy.

Education:

• Bachelor’s degree in communications, business administration, nonprofit management, or a related field preferred. Equivalent professional experience will be considered.

Preferred Qualifications:

• Experience managing websites and social media platforms.
• Experience coordinating fundraising or community events.
• Proficiency in Canva or other graphic design software.
• Experience using donor management or CRM systems.
• Demonstrated commitment to BVHPF’s mission and values.
• Ability to work occasional evenings or weekends for events and deadlines.

Physical & Additional Requirements:

• Regular and reliable job attendance.
• Onsite or hybrid work schedule (minimum 32 hours in-office weekly).
• Effective verbal and written communication skills.
• Ability to sit, walk, or stand for extended periods and occasionally travel between sites.
• Ability to meet deadlines within time constraints.
• Valid California Driver’s License and clean driving record (if required for duties).
• Live Scan fingerprinting, TB clearance, and other required vaccinations may be necessary.
• Successful completion of a background check in accordance with applicable laws and regulations.

EEO STATEMENT:

Bayview Hunters Point Foundation is a welcoming space for all, regardless of race, gender, sexuality, country of origin, religion, or ability. Candidates from diverse backgrounds are strongly encouraged to apply. Bayview Hunters Point Foundation is an Equal Employment Opportunity Employer.