{"schemaVersion":"jobsearcher.job.v1","id":"4e9b6b548c8eca5e41e61724","url":"https://jobsearcher.com/jobs/4e9b6b548c8eca5e41e61724","canonicalUrl":"https://jobsearcher.com/jobs/4e9b6b548c8eca5e41e61724","title":"Executive Assistant","description":"Location: San Francisco, CA, US. This is a hybrid role requiring a few days per week of regular in-person attendance at the office. Event-based travel required as needed.\nSchedule: Full-Time | Monday–Friday | 9:00am–6:00pm\nThe Internet Archive is a non-profit library, headquartered in San Francisco, with an ambitious mission: to provide universal access to all knowledge—the books, web pages, audio, television and software of our shared human culture. Our 90 engineers, archivists, librarians, and team members have built one of the top 300 websites in the world, https://archive.org/. The Internet Archive digitizes thousands of books a day and collects a hundred million web pages a week. In its 25+ years, it has built one of the largest digital libraries in the world by working with hundreds of national and international libraries, archives, museums, universities, and non-profits.\n\nAbout the Role\nWe are seeking a highly organized and proactive Executive Assistant – Philanthropy to support the Director of Philanthropy and serve as a key member of the Philanthropy team. This role is ideal for someone who thrives in a fast-paced, mission-driven environment and enjoys managing multiple priorities while supporting donor engagement and fundraising efforts.\nThe Executive Assistant plays a central role in donor communications, meeting and calendar coordination, campaign and event support, and preparation of fundraising and advisory materials. This role requires strong attention to detail, excellent communication skills, and the ability to manage workflows independently while collaborating across teams.\nKey Responsibilities\nAdministrative & Executive Support\nManage and maintain donor and prospect information in fundraising databases to ensure accuracy and completeness.\nPrepare, proofread, and coordinate correspondence, reports, and fundraising materials.\nCoordinate meetings, including scheduling, preparing agendas, materials, and follow-up communications.\nPrepare spreadsheets, presentations, timelines, funding documents, and correspondence for meetings and outreach efforts.\nManage a complex and active calendar and ensure meeting preparation and follow-through.\nSupport coordination and preparation for donor meetings and outreach activities.\nDonor Relations Support\nAssist with donor recognition efforts, including thank-you letters, acknowledgments, reports, and webinars.\nEnsure timely communication and follow-up related to donor outreach and meetings.\nTrack and manage workflows and project timelines across philanthropic initiatives.\nEvent Coordination\nSupport logistics and planning for fundraising events, including guest coordination and event materials.\nAssist with on-site or virtual event preparation and execution.\nFundraising Campaign Support\nAssist with planning and implementation of fundraising campaigns and initiatives, including GoFundMe campaigns.\nTrack and report campaign progress and donor engagement metrics.\nManage daily communications and donor inquiries via Zendesk or similar platforms.\nResearch & Reporting\nConduct research on grant opportunities, philanthropic foundations, and funding trends.\nAssist in preparing presentations and reports for internal and external stakeholders.\nGeneral Responsibilities\nParticipate in organizational programs and events to contribute to a positive culture.\nCollaborate effectively with colleagues across teams.\nIncorporate feedback and continuously improve processes and performance.\nPerform additional duties as assigned.\nQualifications & Competencies\nMission Alignment\nCommitment to expanding access to knowledge and supporting mission-driven work.\nPassion for philanthropy and continuous learning.\nCommunication Skills\nExceptional written and verbal communication skills.\nAbility to convey information clearly and professionally.\nInterpersonal Skills\nCollaborative and adaptable in a dynamic, non-traditional work environment.\nStrong relationship-building skills.\nOrganizational Skills\nExceptional attention to detail and ability to manage multiple priorities.\nStrong project and calendar management skills.\nAbility to meet deadlines in a fast-paced environment.\nTechnical Skills\nProficiency with Google Workspace and Slack.\nExperience with donor databases and communication platforms preferred.\nComfort working with spreadsheets and presentation tools.\nProblem-Solving\nDemonstrated ability to exercise sound judgment and practical problem-solving skills.\nThis role operates in a mix of home-office and event environments with varying noise levels. Standard office environment with moderate physical activity (standing, walking, lifting up to 30 lbs). Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this position.\nBenefits & Perks\nThe Internet Archive works with Open Staffing Foundation to recruit, hire and retain staff. Open Staffing Foundation offers a comprehensive benefits package, including PTO, paid holidays, medical, dental, and vision benefits, health savings and flexible spending accounts, commuter benefits, short-term and long-term disability coverage, and a 401(k). Relocation assistance is not provided.\n\nAt the Open Staffing Foundation, we believe our best work happens when diverse perspectives come together. We strongly encourage applications from individuals in groups underrepresented in the tech and library industries. We are proud to be an equal-opportunity employer, committed to fair employment practices regardless of race, color, religion, national origin, age, sex, marital status, ancestry, disability, genetic information, veteran status, gender identity or expression, sexual orientation, or any other characteristic protected by federal, state, or local law.\n\nWe also aspire to make the online job application process accessible to any and all users. If you have a disability that impacts your ability to complete the application process, and would like to request assistance or accommodation, please contact us: info@archive.com\n\nLastly, pursuant to the San Francisco Fair Chance Ordinance, we will consider qualified applicants with arrest and conviction records.","company":"Open Staffing Foundation","rawCompany":"open staffing foundation","city":"Millbrae","state":"CA","isRemote":false,"isActive":false,"createdAt":"2026-04-14T11:11:48.142Z","occupations":[{"code":"43-6014.00","title":"Secretaries and Administrative Assistants, Except Legal, Medical, and Executive","slug":"secretaries-and-administrative-assistants-except-legal-medical-and-executive"},{"code":"43-6011.00","title":"Executive Secretaries and Executive Administrative Assistants","slug":"executive-secretaries-and-executive-administrative-assistants"},{"code":"13-1131.00","title":"Fundraisers","slug":"fundraisers"}],"industries":[{"code":"519210","title":"Libraries and Archives","slug":"libraries-and-archives"},{"code":"813211","title":"Grantmaking Foundations","slug":"grantmaking-foundations"},{"code":"813219","title":"Other Grantmaking and Giving Services","slug":"other-grantmaking-and-giving-services"}],"jobPosting":{"@context":"https://schema.org","@type":"JobPosting","title":"Executive Assistant","description":"Location: San Francisco, CA, US. This is a hybrid role requiring a few days per week of regular in-person attendance at the office. Event-based travel required as needed.\nSchedule: Full-Time | Monday–Friday | 9:00am–6:00pm\nThe Internet Archive is a non-profit library, headquartered in San Francisco, with an ambitious mission: to provide universal access to all knowledge—the books, web pages, audio, television and software of our shared human culture. Our 90 engineers, archivists, librarians, and team members have built one of the top 300 websites in the world, https://archive.org/. The Internet Archive digitizes thousands of books a day and collects a hundred million web pages a week. In its 25+ years, it has built one of the largest digital libraries in the world by working with hundreds of national and international libraries, archives, museums, universities, and non-profits.\n\nAbout the Role\nWe are seeking a highly organized and proactive Executive Assistant – Philanthropy to support the Director of Philanthropy and serve as a key member of the Philanthropy team. This role is ideal for someone who thrives in a fast-paced, mission-driven environment and enjoys managing multiple priorities while supporting donor engagement and fundraising efforts.\nThe Executive Assistant plays a central role in donor communications, meeting and calendar coordination, campaign and event support, and preparation of fundraising and advisory materials. This role requires strong attention to detail, excellent communication skills, and the ability to manage workflows independently while collaborating across teams.\nKey Responsibilities\nAdministrative & Executive Support\nManage and maintain donor and prospect information in fundraising databases to ensure accuracy and completeness.\nPrepare, proofread, and coordinate correspondence, reports, and fundraising materials.\nCoordinate meetings, including scheduling, preparing agendas, materials, and follow-up communications.\nPrepare spreadsheets, presentations, timelines, funding documents, and correspondence for meetings and outreach efforts.\nManage a complex and active calendar and ensure meeting preparation and follow-through.\nSupport coordination and preparation for donor meetings and outreach activities.\nDonor Relations Support\nAssist with donor recognition efforts, including thank-you letters, acknowledgments, reports, and webinars.\nEnsure timely communication and follow-up related to donor outreach and meetings.\nTrack and manage workflows and project timelines across philanthropic initiatives.\nEvent Coordination\nSupport logistics and planning for fundraising events, including guest coordination and event materials.\nAssist with on-site or virtual event preparation and execution.\nFundraising Campaign Support\nAssist with planning and implementation of fundraising campaigns and initiatives, including GoFundMe campaigns.\nTrack and report campaign progress and donor engagement metrics.\nManage daily communications and donor inquiries via Zendesk or similar platforms.\nResearch & Reporting\nConduct research on grant opportunities, philanthropic foundations, and funding trends.\nAssist in preparing presentations and reports for internal and external stakeholders.\nGeneral Responsibilities\nParticipate in organizational programs and events to contribute to a positive culture.\nCollaborate effectively with colleagues across teams.\nIncorporate feedback and continuously improve processes and performance.\nPerform additional duties as assigned.\nQualifications & Competencies\nMission Alignment\nCommitment to expanding access to knowledge and supporting mission-driven work.\nPassion for philanthropy and continuous learning.\nCommunication Skills\nExceptional written and verbal communication skills.\nAbility to convey information clearly and professionally.\nInterpersonal Skills\nCollaborative and adaptable in a dynamic, non-traditional work environment.\nStrong relationship-building skills.\nOrganizational Skills\nExceptional attention to detail and ability to manage multiple priorities.\nStrong project and calendar management skills.\nAbility to meet deadlines in a fast-paced environment.\nTechnical Skills\nProficiency with Google Workspace and Slack.\nExperience with donor databases and communication platforms preferred.\nComfort working with spreadsheets and presentation tools.\nProblem-Solving\nDemonstrated ability to exercise sound judgment and practical problem-solving skills.\nThis role operates in a mix of home-office and event environments with varying noise levels. Standard office environment with moderate physical activity (standing, walking, lifting up to 30 lbs). Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this position.\nBenefits & Perks\nThe Internet Archive works with Open Staffing Foundation to recruit, hire and retain staff. Open Staffing Foundation offers a comprehensive benefits package, including PTO, paid holidays, medical, dental, and vision benefits, health savings and flexible spending accounts, commuter benefits, short-term and long-term disability coverage, and a 401(k). Relocation assistance is not provided.\n\nAt the Open Staffing Foundation, we believe our best work happens when diverse perspectives come together. We strongly encourage applications from individuals in groups underrepresented in the tech and library industries. We are proud to be an equal-opportunity employer, committed to fair employment practices regardless of race, color, religion, national origin, age, sex, marital status, ancestry, disability, genetic information, veteran status, gender identity or expression, sexual orientation, or any other characteristic protected by federal, state, or local law.\n\nWe also aspire to make the online job application process accessible to any and all users. If you have a disability that impacts your ability to complete the application process, and would like to request assistance or accommodation, please contact us: info@archive.com\n\nLastly, pursuant to the San Francisco Fair Chance Ordinance, we will consider qualified applicants with arrest and conviction records.","datePosted":"2026-04-14T11:11:48.142Z","dateModified":"2026-04-14T11:11:48.142Z","hiringOrganization":{"@type":"Organization","name":"Open Staffing Foundation","sameAs":"https://jobsearcher.com"},"jobLocation":{"@type":"Place","address":{"@type":"PostalAddress","addressLocality":"Millbrae","addressRegion":"CA","addressCountry":"US"}},"identifier":{"@type":"PropertyValue","name":"JobSearcher","value":"4e9b6b548c8eca5e41e61724"},"url":"https://jobsearcher.com/jobs/4e9b6b548c8eca5e41e61724"}}