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Executive Assistant

Tipping Point Community
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Position Overview

The Executive Assistant is enthusiastic about fighting poverty in the Bay Area. The Executive Assistant supports the CEO with all administrative and executive support functions, including scheduling, travel, expense reports, drafting correspondence and materials. They are the primary point of contact for all internal and external stakeholders on scheduling matters pertaining to the CEO. The Executive Assistant organizes and coordinates executive outreach, as well as executes some special projects, working independently from conception to completion.


This position has a matrixed reporting relationship with the CEO and COO. 

 

Key Results + Responsibilities

Executive support to the CEO 

  • Complete a variety of administrative tasks for the CEO including: managing an extremely active calendar of appointments; composing and preparing correspondence, some of which is confidential in nature; arranging complex travel plans, itineraries, agendas, and preparing meeting documents for travel-related meetings.  
  • Partner with internal teams to gather scheduling requests to manage and maintain CEO’s calendar to support company-wide priorities.
  • Manage and process the CEO’s expense reports accurately and on time, ensuring proper documentation, alignment with organizational policies, and proactive follow-up on any outstanding items
  • Provide high-level information management support to the CEO by handling information requests, researching, and coordinating calls and meetings. 
  • Draft correspondence, including emails, and other communications.
  • Identify high-priority items for the CEO, helping him manage his inbox and contact lists.
  • Proactively identify conflicts and propose solutions to the CEO for resolution.
  • Communicate directly, and on behalf of the CEO, with Board members, donors, staff, grantee leaders, and others on matters related to the CEO’s schedule.
  • Prepare thoroughly for meetings and events with internal and external stakeholders, including funders and partners, by securing meeting space, ensuring the room is set with all necessary materials, and coordinating with the Executive Team to provide the CEO with complete preparation support, including briefings, written materials, and notes.
  • Research, prioritize, and follow up on incoming issues and concerns addressed to the CEO, including those of a sensitive or confidential nature, and determine the appropriate course of action, referral, or response. 
  • Document all donor meetings with the CEO into Salesforce, in collaboration with the Development team.  

Administrative support for CEO + Board

  • Schedule quarterly Board and Committee meetings and act as a liaison with Board members’ assistants. Collect RSVPs for meetings to understand and plan for expected attendance.
  • Manage and update contact information for Board and Leadership Council (LC), including assistants. 
  • Adhere to compliance with applicable rules and regulations set in bylaws regarding the Board and Committee matters, including advance distribution of materials. 
  • Attend and take minutes at quarterly Board meetings.  
  • In collaboration with the Events team, support with coordination of 3-4 small events for the Board and Leadership Council. Manage RSVP lists, liaise with vendors, coordinate day-of logistics and follow up with post-event items.  

Administrative support to the Executive Team 

  • Schedule select group meetings involving CEO and Executive Team members as requested. 
  • After bi-weekly All Hands’ meetings, compile and send email overview of key updates and announcements. 
  • Take on additional special projects and provide other administrative support as requested.
  • Support with additional tasks when necessary, occasionally picking up coffee or lunch for the CEO and providing front desk coverage as needed
     

All other duties as assigned. 

 

Qualifications

In addition to our core values, Tipping Point staff exhibit four core competencies: ability to be flexible in a constantly shifting environment, strong communication skills, ability to work well on a team, and ability to continuously problem solve in the face of challenges.

Additionally, the Executive Assistant must have:
 

  • Extensive experience supporting C-Level executives. Seasoned at providing administrative support to executives and are able to work independently with little supervision while demonstrating a high-level of professionalism and confidentiality.
  • High level of initiative and personal accountability for the quality and impact of work.
  • Strong attention to detail in developing and efficiently maintaining systems and processes.
  • Excellent oral communication and writing skills that can be deployed with a wide array of stakeholders with diverse perspectives and styles.
  • Strong time management and ability to multitask, handling complex situations in a fast-paced, results-oriented environment.
  • Creative problem solver. The ability to be proactive, and handle uncertainty and ambiguity. 
  • A team player. Understands the importance of working together towards a common goal. Enthusiastic for the work, takes initiative to support colleagues, and is willing to pitch in at all times.
  • Strong skills in Google Suite (Gmail, Calendar, Slides, Sheets, Documents) and Microsoft Office applications (Word, Excel, PowerPoint). 
  • Nice to have: Knowledge of the Bay Area philanthropic or non-profit community.
  • Nice to have: Experience in event planning and logistics management.
     

*“Nice to have” really means just that; it’s entirely possible that you don’t have any of these and are still a great fit. It’s not expected that any single candidate would have expertise across all of these areas — we’re looking for candidates that are particularly strong in a few areas, and have some interest and capabilities in others.