Back to jobs

Executive Assistant

302 Silver Ave. San Francisco, CA 94112

JOB FAIR THIS THURSDAY!
 
Join us in person on Thursday, October 30, from 1 PM – 5 PM at the San Francisco Campus for Jewish Living.

We’re hiring RNs, LVNs, CNAs, Med Techs, and Caregivers.
Bring your resume, licenses/certifications, and a positive attitude!
 
Come in person or email jobs @ sfcjl.org (no spaces) to reserve your spot.

About Us

Nestled in San Francisco's Excelsior neighborhood on a nine-acre campus, the San Francisco Campus for Jewish Living (SFCJL) is a leading senior services organization in Northern California, providing older adults with comprehensive and innovative care that fosters purpose, dignity, and joy. The campus houses Frank Residences, assisted living and memory care, the Jewish Home and Rehabilitation Center, an acute geriatric psychiatric unit, and the Jewish Home and Senior Living Foundation.

For more than 150+ years, we have fully embraced aging in a community rooted in Jewish values of compassion, connection, and excellence, proudly serving over 2,500 individuals each year from all faiths and backgrounds.

Position Overview

The Executive Assistant plays a critical role in supporting members of the executive team and contributing to the overall success and effectiveness of the organization. Exceptional organizational skills, discretion, and the ability to handle sensitive information are required. The EA is a primary point of contact for internal and external stakeholders and ensures the smooth functioning of the executives’ office with a proactive and resourceful approach. The EA can anticipate needs, problem-solve, and execute tasks with efficiency and professionalism.

Essential Job Functions

1. Administrative Support:

    • Manages complex executive calendars, schedules appointments, and coordinates meetings for up to two leaders. Schedules, coordinates, and supports meetings on behalf of the Chief Operating Officer and Director of Marketing. Documents meeting minutes.
    • Professionally manages phone calls, emails, and written correspondence.
    • Prepares documents, reports, and presentations. Has excellent written skills and is facile with software to support executives’ needs.
    • Facilitates the processing of invoices, credit card statement reconciliation, and contracts.
    • Orders office and other business-related supplies.
    • Sort and distribute mail for executive team.
    • Arranges travel itineraries, including flights, accommodations, and transportation.
    • Assists the Senior Executive Assistant with scheduling and other administrative duties as needed.
    • Performs a variety of other administrative tasks as assigned related to organizational, regulatory, and communication.
    • Provides support or coverage to other EAs on campus, as needed.
    • Other duties as assigned.

2. Meeting and Onboarding Support:

    • Coordinates Operations Directors and Medical Staff Meetings, including scheduling, agendas, minutes, and meeting setup.
    • Maintains up-to-date list of Medical Staff and Medical Directors.
    • Provides logistics and setup support for Board, Committee, and Executive Leadership meetings.
    • Provides onboarding support for new employees to ensure they have necessary tools and resources.

3. Project Coordination:

    • Assists in the planning, coordination, and execution of special projects and events, providing logistical support and administrative assistance as needed. Collaborates across departments to support project needs.
    • Prepares project-related documentation, including agendas, meeting minutes, and progress reports.

4. Information Management:

    • Manages confidential information with discretion and integrity, maintains electronic databases (e.g. PolicyStat) and physical filing systems to ensure organization and accessibility. Conducts research, gathers data, and compiles reports as assigned by leadership.
    • Manages the organization’s document storage program in collaboration with appropriate internal stakeholders.

Qualifications

  • Bachelor's degree and minimum 3 years proven experience as an executive assistant.
  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Teams) and other relevant software applications (e.g. Zoom, DocuSign) with experience maintaining executives’ phone, calendar and travel schedules using Microsoft Office. Ability to learn and troubleshoot new software applications as needs arise.
  • Strong communication skills, both written and oral, with the ability to interact effectively with individuals at all levels of the organization.
  • Exceptional organizational skills, with the ability to prioritize tasks, manage multiple deadlines, and adapt to changing priorities in a fast-paced environment.
  • Discretion and professionalism in handling sensitive information and confidential matters.
  • Attention to detail and accuracy in all work activities, ensuring high-quality deliverables and outcomes.
  • Ability to work independently with minimal supervision, while also functioning effectively as part of a collaborative team.
  • Flexibility and adaptability to accommodate the evolving needs and priorities of the organization.
  • Commitment to upholding ethical standards and promoting a positive organizational culture.

Physical Demands

  • Must be able to sit for up to 75% of the workday.
  • Must be able to stand and walk throughout the workday.
  • Must be able to push and pull up to 20 lbs. unassisted.
  • Must be able to lift up to 20 lbs.
  • Must be able to bend and reach.
  • Must have good manual dexterity for typing and operation of office machinery including computers.

Compensation & Benefits

  • Pay rate: $45/hr - $50/hr  
  • Comprehensive health, dental, and vision insurance
  • Retirement plan with employer contributions
  • Paid time off and holidays

Create a Job Alert

Interested in building your career at San Francisco Campus for Jewish Living? Get future opportunities sent straight to your email.

Apply for this job

*

indicates a required field

Resume/CV*

Accepted file types: pdf, doc, docx, txt, rtf

Cover Letter*

Accepted file types: pdf, doc, docx, txt, rtf

Education

Select...
Select...
Select...
Select...
Select...
Select...
Select...
Select...
Which of the following active licenses or certifications do you currently hold? *

(Select main one)

Which of the following additional active licenses or certifications do you currently hold? (Select all that apply) *
Select...
Select...

If yes, you can always opt-out by replying STOP. 

Voluntary Self-Identification

For government reporting purposes, we ask candidates to respond to the below self-identification survey. Completion of the form is entirely voluntary. Whatever your decision, it will not be considered in the hiring process or thereafter. Any information that you do provide will be recorded and maintained in a confidential file.

As set forth in San Francisco Campus for Jewish Living’s Equal Employment Opportunity policy, we do not discriminate on the basis of any protected group status under any applicable law.

Select...
Select...
Race & Ethnicity Definitions

If you believe you belong to any of the categories of protected veterans listed below, please indicate by making the appropriate selection. As a government contractor subject to the Vietnam Era Veterans Readjustment Assistance Act (VEVRAA), we request this information in order to measure the effectiveness of the outreach and positive recruitment efforts we undertake pursuant to VEVRAA. Classification of protected categories is as follows:

A "disabled veteran" is one of the following: a veteran of the U.S. military, ground, naval or air service who is entitled to compensation (or who but for the receipt of military retired pay would be entitled to compensation) under laws administered by the Secretary of Veterans Affairs; or a person who was discharged or released from active duty because of a service-connected disability.

A "recently separated veteran" means any veteran during the three-year period beginning on the date of such veteran's discharge or release from active duty in the U.S. military, ground, naval, or air service.

An "active duty wartime or campaign badge veteran" means a veteran who served on active duty in the U.S. military, ground, naval or air service during a war, or in a campaign or expedition for which a campaign badge has been authorized under the laws administered by the Department of Defense.

An "Armed forces service medal veteran" means a veteran who, while serving on active duty in the U.S. military, ground, naval or air service, participated in a United States military operation for which an Armed Forces service medal was awarded pursuant to Executive Order 12985.

Select...

Voluntary Self-Identification of Disability

Form CC-305
Page 1 of 1
OMB Control Number 1250-0005
Expires 04/30/2026

Why are you being asked to complete this form?

We are a federal contractor or subcontractor. The law requires us to provide equal employment opportunity to qualified people with disabilities. We have a goal of having at least 7% of our workers as people with disabilities. The law says we must measure our progress towards this goal. To do this, we must ask applicants and employees if they have a disability or have ever had one. People can become disabled, so we need to ask this question at least every five years.

Completing this form is voluntary, and we hope that you will choose to do so. Your answer is confidential. No one who makes hiring decisions will see it. Your decision to complete the form and your answer will not harm you in any way. If you want to learn more about the law or this form, visit the U.S. Department of Labor’s Office of Federal Contract Compliance Programs (OFCCP) website at www.dol.gov/ofccp.

How do you know if you have a disability?

A disability is a condition that substantially limits one or more of your “major life activities.” If you have or have ever had such a condition, you are a person with a disability. Disabilities include, but are not limited to:

  • Alcohol or other substance use disorder (not currently using drugs illegally)
  • Autoimmune disorder, for example, lupus, fibromyalgia, rheumatoid arthritis, HIV/AIDS
  • Blind or low vision
  • Cancer (past or present)
  • Cardiovascular or heart disease
  • Celiac disease
  • Cerebral palsy
  • Deaf or serious difficulty hearing
  • Diabetes
  • Disfigurement, for example, disfigurement caused by burns, wounds, accidents, or congenital disorders
  • Epilepsy or other seizure disorder
  • Gastrointestinal disorders, for example, Crohn's Disease, irritable bowel syndrome
  • Intellectual or developmental disability
  • Mental health conditions, for example, depression, bipolar disorder, anxiety disorder, schizophrenia, PTSD
  • Missing limbs or partially missing limbs
  • Mobility impairment, benefiting from the use of a wheelchair, scooter, walker, leg brace(s) and/or other supports
  • Nervous system condition, for example, migraine headaches, Parkinson’s disease, multiple sclerosis (MS)
  • Neurodivergence, for example, attention-deficit/hyperactivity disorder (ADHD), autism spectrum disorder, dyslexia, dyspraxia, other learning disabilities
  • Partial or complete paralysis (any cause)
  • Pulmonary or respiratory conditions, for example, tuberculosis, asthma, emphysema
  • Short stature (dwarfism)
  • Traumatic brain injury
Select...

PUBLIC BURDEN STATEMENT: According to the Paperwork Reduction Act of 1995 no persons are required to respond to a collection of information unless such collection displays a valid OMB control number. This survey should take about 5 minutes to complete.