{"schemaVersion":"jobsearcher.job.v1","id":"cd3c2e4d89f2dcf6ca40302e","url":"https://jobsearcher.com/jobs/cd3c2e4d89f2dcf6ca40302e","canonicalUrl":"https://jobsearcher.com/jobs/cd3c2e4d89f2dcf6ca40302e","title":"Executive Administrative Associate","description":"Responsibilities\r\nProvide excellent customer service to staff, clients, and visitors\r\nProvide detailed administrative support to the staff of the Admin Department\r\nSupport the operation of the 126 Hyde office (maintaining reception, front lobby, office supply, conference rooms and break areas; providing referrals to drop-in clients, staff, and visitors; submitting work orders, and managing shared calendars)\r\nArrange, assist in preparation for, and schedule trainings and meetings\r\nHelp coordinate and implement tenant appreciation and agency-wide employee engagement events\r\nOrder, inventory, assign, and continually organize office and janitorial supplies for THC\r\nMaintain agency-wide staff directories\r\nCoordinate agency-wide interdepartmental mail delivery\r\nCreate documents and assist in creating systems for various administrative functions throughout the agency\r\nSupport the maintenance of THC's website and online staff intranet\r\nAssist in the creation, distribution, and collection and results processing of THC's annual Client Satisfaction Survey\r\nAttend all scheduled meetings and participate as requested, typing detailed meeting notes when necessary\r\nProduce and order staff business cards and THC-branded materials\r\nMaintain employee files in compliance with all applicable laws, rules, policies, and regulations\r\nPrepare donation acknowledgement letters and support agency-wide donation tracking\r\nManage agency-wide supply ordering account and provide support to staff as needed\r\nAssist in the organization and maintenance of electronic and hard copy files\r\nScan, file, copy, mail, and create packets and mailers as requested\r\nMaintain postage machine and report on monthly department postage use\r\nCoordinate confidential document destruction throughout agency administrative sites as needed\r\nCoordinate distribution of the monthly birthday and anniversary notices\r\nCoordinate distribution of the monthly Core Value Recognition list\r\nCoordinate distribution of updated Policies and Procedures and track staff receipt and acknowledgement\r\nWork in collaboration with other departments to complete priority projects and address emerging issues\r\nRespond to all phone messages, tenant/client requests, staff requests, and emails promptly and appropriately\r\nMaintain confidentiality of employee records and concerns\r\nWork with Associate Director of Communications and Administration, Deputy Director, and Executive Director on special projects as assigned\r\nEssential Qualifications\r\nHigh School degree or equivalent required; BA/BS degree preferred\r\nMinimum of 1 year of experience providing administrative support in an office or comparable job experience\r\nProficient in Microsoft Office Suite, able to complete paperwork accurately, and write business correspondence\r\nDemonstrated problem-solving skills\r\nExperience navigating a database and excellent data entry skills\r\nAbility to read, understand, and apply language from manuals, policies, technical procedures, and instructions\r\nDemonstrated customer service and reception skills\r\nStrong oral and written communication in English\r\nAbility to handle multiple tasks simultaneously in a fast-paced environment with excellent attention to detail\r\nDemonstrated organizational and filing skills\r\nPass all post-contingency offer background checks, reference checks, and TB screening clearance\r\nExperience working with diverse, low-income, homeless, or formerly homeless population preferred\r\nExperience working in non-profit or public sector preferred\r\nBehavioral Skills & Abilities\r\nDemonstrates passion, commitment, and behaviors consistent with THC's Mission, Core Values, and Customer Service Philosophy\r\nAdapts well to change and remains professional, respectful, and composed at all times\r\nIs mature, honest, dependable, and accountable\r\nEstablishes and maintains effective relationships and boundaries, communicating with clients, coworkers, supervisors, and external parties and fostering respect and trust\r\nExercises good judgment in handling confidential information about clients and coworkers\r\nWorks well independently, collaboratively, and as a team member\r\nFollows instructions completely and asks for help or guidance from supervisors when needed\r\nHas good time-management skills and is punctual to work, meetings, and events\r\nRefrains from actions that may result in conflict or that may be determined as aggressive, threatening, or violent\r\nTakes pride in work and performs all assigned duties diligently, efficiently, and effectively\r\nThis job description reflects management's assignment of essential functions. It does not prescribe or restrict the tasks that may be assigned.\r\nJ-18808-Ljbffr","company":"SupportFinity","rawCompany":"supportfinity","city":"Millbrae","state":"CA","isRemote":false,"isActive":false,"createdAt":"2026-08-08T01:02:24.038Z","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":"43-9199.00","title":"Office and Administrative Support Workers, All Other","slug":"office-and-administrative-support-workers-all-other"}],"industries":[{"code":"921190","title":"Other General Government Support","slug":"other-general-government-support"},{"code":"921110","title":"Executive Offices","slug":"executive-offices"},{"code":"925110","title":"Administration of Housing Programs","slug":"administration-of-housing-programs"}],"jobPosting":{"@context":"https://schema.org","@type":"JobPosting","title":"Executive Administrative Associate","description":"Responsibilities\r\nProvide excellent customer service to staff, clients, and visitors\r\nProvide detailed administrative support to the staff of the Admin Department\r\nSupport the operation of the 126 Hyde office (maintaining reception, front lobby, office supply, conference rooms and break areas; providing referrals to drop-in clients, staff, and visitors; submitting work orders, and managing shared calendars)\r\nArrange, assist in preparation for, and schedule trainings and meetings\r\nHelp coordinate and implement tenant appreciation and agency-wide employee engagement events\r\nOrder, inventory, assign, and continually organize office and janitorial supplies for THC\r\nMaintain agency-wide staff directories\r\nCoordinate agency-wide interdepartmental mail delivery\r\nCreate documents and assist in creating systems for various administrative functions throughout the agency\r\nSupport the maintenance of THC's website and online staff intranet\r\nAssist in the creation, distribution, and collection and results processing of THC's annual Client Satisfaction Survey\r\nAttend all scheduled meetings and participate as requested, typing detailed meeting notes when necessary\r\nProduce and order staff business cards and THC-branded materials\r\nMaintain employee files in compliance with all applicable laws, rules, policies, and regulations\r\nPrepare donation acknowledgement letters and support agency-wide donation tracking\r\nManage agency-wide supply ordering account and provide support to staff as needed\r\nAssist in the organization and maintenance of electronic and hard copy files\r\nScan, file, copy, mail, and create packets and mailers as requested\r\nMaintain postage machine and report on monthly department postage use\r\nCoordinate confidential document destruction throughout agency administrative sites as needed\r\nCoordinate distribution of the monthly birthday and anniversary notices\r\nCoordinate distribution of the monthly Core Value Recognition list\r\nCoordinate distribution of updated Policies and Procedures and track staff receipt and acknowledgement\r\nWork in collaboration with other departments to complete priority projects and address emerging issues\r\nRespond to all phone messages, tenant/client requests, staff requests, and emails promptly and appropriately\r\nMaintain confidentiality of employee records and concerns\r\nWork with Associate Director of Communications and Administration, Deputy Director, and Executive Director on special projects as assigned\r\nEssential Qualifications\r\nHigh School degree or equivalent required; BA/BS degree preferred\r\nMinimum of 1 year of experience providing administrative support in an office or comparable job experience\r\nProficient in Microsoft Office Suite, able to complete paperwork accurately, and write business correspondence\r\nDemonstrated problem-solving skills\r\nExperience navigating a database and excellent data entry skills\r\nAbility to read, understand, and apply language from manuals, policies, technical procedures, and instructions\r\nDemonstrated customer service and reception skills\r\nStrong oral and written communication in English\r\nAbility to handle multiple tasks simultaneously in a fast-paced environment with excellent attention to detail\r\nDemonstrated organizational and filing skills\r\nPass all post-contingency offer background checks, reference checks, and TB screening clearance\r\nExperience working with diverse, low-income, homeless, or formerly homeless population preferred\r\nExperience working in non-profit or public sector preferred\r\nBehavioral Skills & Abilities\r\nDemonstrates passion, commitment, and behaviors consistent with THC's Mission, Core Values, and Customer Service Philosophy\r\nAdapts well to change and remains professional, respectful, and composed at all times\r\nIs mature, honest, dependable, and accountable\r\nEstablishes and maintains effective relationships and boundaries, communicating with clients, coworkers, supervisors, and external parties and fostering respect and trust\r\nExercises good judgment in handling confidential information about clients and coworkers\r\nWorks well independently, collaboratively, and as a team member\r\nFollows instructions completely and asks for help or guidance from supervisors when needed\r\nHas good time-management skills and is punctual to work, meetings, and events\r\nRefrains from actions that may result in conflict or that may be determined as aggressive, threatening, or violent\r\nTakes pride in work and performs all assigned duties diligently, efficiently, and effectively\r\nThis job description reflects management's assignment of essential functions. It does not prescribe or restrict the tasks that may be assigned.\r\nJ-18808-Ljbffr","datePosted":"2026-08-08T01:02:24.038Z","dateModified":"2026-08-08T01:02:24.038Z","hiringOrganization":{"@type":"Organization","name":"SupportFinity","sameAs":"https://jobsearcher.com"},"jobLocation":{"@type":"Place","address":{"@type":"PostalAddress","addressLocality":"Millbrae","addressRegion":"CA","addressCountry":"US"}},"identifier":{"@type":"PropertyValue","name":"JobSearcher","value":"cd3c2e4d89f2dcf6ca40302e"},"url":"https://jobsearcher.com/jobs/cd3c2e4d89f2dcf6ca40302e"}}