Sr. Executive Assistant

IOA is on the forefront of revolutionary healthcare models, reshaping the way people can age in place. Our innovative models transform lives, enhance communities, and save healthcare systems millions of dollars. Rather than focusing on archaic outdated design, we strive to consistently question the “status-quo” and create new and more innovative ways to help aging adults and adults with disabilities maintain their quality of life.With over 23 programs, we offer multiple ways to aid seniors maintain their health, well-being, independence and participation in the community, fulfilling our mission.ResponsibilitiesThe Sr. Executive Assistant provides project management and high-level administrative support for the Chief Financial Officer (CFO). Essential duties and responsibilities of the position include and are not limited to the following:AdministrativeFunction as key liaison for CFO’s direct reports, internal staff, and external clientsRespond to incoming calls and inquiriesManage and maintain CFO calendar, including complex scheduling and arranging meetings with internal staff and external contacts (e.g., attorneys, bankers, auditors, city/state personnel)Assist in scheduling C-Suite meetings and events, including travel arrangementsPrepare and edit correspondence, communications, and other documentsDevelop and maintain an organized filing systemReview CFO budget monthly and manage administrative spendCreate and manage purchase ordersFacilitate CFO approvals of contracts, policies, HR actions, forms, and documentsReceive and interact with IOA and CFO visitorsProject ManagementManage special projects and ad hoc duties as assigned by the CFOEnsure each project plan is created and successfully executedConduct research, and assemble and analyze data for required documents and reportsCoordinate staff participation and prepare presentations for IOA meetings, including Management Forum and Fireside ChatsFacilitate large Zoom meetings with multiple speakers (approximately 10-100 people)Prepare slide presentations and illustrative reports for use in internal and external meetings for the CFO, with ad hoc support for C-SuiteCoordinate scheduling of FY budget meetings with leadership, focusing on meeting deadlinesCoordinate and lead company culture through team event planning and logistics coordination for CFO division and company eventsReport progress and final project results to the CFO and other leaders involvedRequired QualificationsMinimum 6+ years project management and senior executive administrative support experience, supporting C-level executivesOutstanding proficiency with MS Office Suite (Word, Excel, PowerPoint, Outlook)Extensive experience with Zoom, GoToMeeting, Skype and other communication applicationsExtensive experience with cloud-based project management applications, requiring collaborative coordinationExcellent calendar management skills and experience scheduling and managing travel arrangementsHighly organized with excellent attention to detailDemonstrated initiative and innovationSuperior ability to maintain confidentiality with CFO and executive teamOutstanding interpersonal, oral, and written communication skills including proofreading and editing abilitiesAbility to handle confidential and sensitive materials discreetly at all timesAbility to work competently with little or no supervisionAbility to work collaboratively with teamsHighly flexible, with ability to shift prioritiesAbility to respond confidently to urgent situationsTake advantage of opportunities for professional growth, leadership, and community building.Desired QualificationsBA/BS Degree or higherCurrent or prior senior-level project management and administrative support experience in Accounting, Finance, Purchasing, Human Resources, or Information TechnologyCompensationRange: $110,000 - $132,000/AnnualThis amount is not necessarily reflective of actual compensation that may be earned, nor a promise of any specific pay for any specific employee, which is always dependent on actual experience, education and other factors.This range does not include any additional equity, benefits, or other non-monetary compensation which may be included.Beware of Hiring ScamsWe are aware that some third parties have reposted our job listings in an attempt to scam applicants. Please be cautious and only apply through our official channels.Institute on Aging will never request payment or sensitive personal information such as Social Security numbers during the hiring process.All official communication will come from a verified IOA email address.If you receive any suspicious communication or requests, report them to talentacquisition@ioaging.org.All legitimate job openings can be found on the Institute on Aging Careers Page.We encourage you to learn more about IOA by visiting us here.IOA reserves the right to adjust work hours or duties when appropriate. Institute on Aging is an Equal Opportunity Employer. Institute on Aging is committed to cultivating a diverse and inclusive work environment and providing equal opportunities to all employees and job applicants without regard to age, race, religion, color, national origin, sex, sexual orientation, gender identity, genetic disposition, neuro-diversity, disability, veteran status or any other protected category under federal, state and local law.Pursuant to the San Francisco Fair Chance Ordinance, we will consider for employment qualified applicants with arrest and conviction records.