Administrative Specialist- Office of CEO

Come be part of the affordable, homeownership movement! Join us and make an impact on people’s lives! Habitat for Humanity Greater San Francisco believes in the power of homeownership to create generational impact. To this end, we build homes for first-time homeowners and sustain homeownership by helping long-time homeowners retain their home as an asset for generations to come. 

Salary Range: $32-$36/hr

The Administrative Specialist (AS) plays a vital role in the Office of the CEO, working closely with the Chief of Staff to provide high-level administrative and coordination support across the Executive Team. This position contributes to strategic initiatives through scheduling, internal communications, and cross-functional project execution. It also supports advocacy, culture-building, and internal reporting that connects staff, leadership, and external stakeholders, advancing mission-aligned goals and strengthening organizational cohesion. 
  
Primary Responsibilities 
Executive Team Support (45%) 
•    Manage high-level scheduling, logistics, and travel coordination for the Executive Team, including cross-functional and external partner meetings. 
•    Coordinate Board Committee logistics and collateral, including scheduling reminders, agenda drafting, packet assembly, and follow-up tracking. 
•    Monitor timelines and deliverables for Executive-led strategic priorities to support progress on 1-Year Strategic Plan and organizational goals. 
•    Coordinate logistics, materials, and documentation for interdepartmental meetings and cross-functional planning sessions to support effective execution of organizational goals. 

Department Project Support (30%) 
•    Coordinate cross-functional timelines and communications to keep departmental goals aligned with Strategic Plan deliverables, on time and on track. 
•    Maintain calendars, documentation systems, and contact lists for departmental programming across the organization. 
•    Track and report on Habitat for Humanity International (HFHI) policy guidance relevant to local program compliance. 
•    Provide occasional logistics and coordination support for Fund Development meetings, events, or donor engagement activities. 
•    Upon request, attend and document advocacy meetings, sharing key updates with internal stakeholders and teams. 

Organizational Culture & Internal Events (20%) 
•    Coordinate logistics and planning for All-Staff meetings, retreats, office tours, and seasonal internal events. 
•    Manage internal communications, agendas, and materials for staff gatherings in partnership with the Chief of Staff. 
•    Participate in Culture Club event activities that promote connection and reinforce our Core Values. 

Other Duties as Assigned (5%) 
•    Coordinate logistics and communications for summer volunteer and fellow programs. 
•    Take on additional responsibilities or time-limited projects at the discretion of the Chief of Staff. 
 
Minimum Qualifications 
•    4–5 years of experience in administrative coordination, executive support, or project operations. 
•    Proficiency in Microsoft Office Suite and collaboration platforms (e.g., MS Teams, PowerPoint, SharePoint, Zoom); willingness to learn platforms such as MS Project. 
•    Excellent written and verbal communication skills, with high attention to detail. 
•    Discretion, professionalism, and sound judgment in handling sensitive or confidential information. 
•    Must be able to travel within HGSF’s tri-county service area (SF, Marin, San Mateo) 
•    Must be able to pass background check 
(In accordance with state and county law: convictions do not necessarily rule out employment, it depends on the nature and severity of the conviction and is evaluated on a case by case basis, check is conducted on last 7 years only.) 

Preferred Qualifications  
•    Impeccable project management skills, ability to keep a whole cross functional project on track. 
•    Experience working in nonprofits, government, advocacy, or housing-related settings. 
•    Familiarity with Salesforce, project management tools and/or scheduling platforms. 
•    Experience with presentation design, meeting documentation, or packet preparation for external audiences. 
•    Interest and or passion for affordable housing, policy, or community development. 
      
 
Work Environment 
This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, and filing cabinets. 

Physical Demands 
This is a largely sedentary role; however, some filing is required. This would require the ability to lift files, open filing cabinets, and stand or bend as necessary. Must be able to travel within HGSF’s service area.  

Benefits 

Compensation for this role is competitive, DOE. This full-time position offers medical, dental and vision insurance, life insurance, long-term disability, employee assistance program (EAP), Flex Savings Account (FSA), Health Spending Account (HSA) 403b retirement account with a company match up to 5% (based on tenure), commuter benefits, tuition/education reimbursement, 20 paid vacation days, 3 front loaded sick days (accrue up to 80 hours per year), and 13 paid holidays 

EEO: Habitat Greater San Francisco is an equal opportunity employer. Habitat Greater San Francisco strives to reflect the diverse community it serves. Applicants who contribute to this diversity are strongly encouraged to apply. Reasonable accommodation is available for qualified individuals with disabilities, upon request.  

Habitat GSF receives federal funds through Self-Help Homeownership Opportunity Program (SHOP) and is required by federal law, to the greatest extent possible, to provide job training and employment opportunities to Section 3 residents. *Section 3 residents are defined as public housing residents or low-income persons who live in metropolitan area or non-metropolitan counties where HUD-assisted projects are located.