Executive Assistant/Board Liaison

Location
San Francisco, California
Posted
Jan 20, 2017
Closes
Feb 19, 2017
Position Type
Full Time
Degree Level
Associate
Experience Level
Administrative

Job Title:        Executive Assistant/Board Liaison
Department:   San Francisco General Hospital Foundation
Reports To:    CEO

About San Francisco General Hospital Foundation

San Francisco General Hospital Foundation is a dynamic, growing nonprofit organization dedicated to promoting research, education, and care for all at Priscilla Chan and Mark Zuckerberg San Francisco General Hospital and Trauma Center (Zuckerberg San Francisco General).

Nearly 100,000 patients annually are treated at Zuckerberg San Francisco General. A comprehensive medical center, Zuckerberg San Francisco General provides high quality health care with compassion and respect to patients that include some of San Francisco’s most vulnerable. Zuckerberg San Francisco General is the only provider of trauma (Level 1) and 24-hour psychiatric emergency services for 1.5 million people in San Francisco and northern San Mateo counties.  In addition, Zuckerberg San Francisco General is one of the nation’s top tertiary academic medical centers conducting clinical training and research through a 140-year partnership with the University of California, San Francisco. For more information about the Foundation and Zuckerberg San Francisco General, please visit:  SFGHF.org.

POSITION DESCRIPTION

The Executive Assistant/Board Liaison will perform administrative duties and work very closely with the CEO, the Board President, the Board Chair, and the Board of Directors.  This position requires the ability to maintain confidentiality, exercise sound independent judgment, and take initiative.

This individual represents the CEO to the public, the Board of Directors, the staff, Foundation volunteers, and Zuckerberg San Francisco General Hospital and Trauma Center (ZSFG) leadership and volunteers. The position is responsible for supporting Foundation projects, public events, and private events via a wide variety of clerical and organizational activities.  Diplomacy, foresight, and attention to detail are imperative.

PRINCIPLE RESPONSIBILITIES

The Executive Assistant/Board Liaison must have excellent written and oral communication skills; be highly organized, detail-oriented and accurate; and be able to multi-task, prioritize, meet frequent deadlines, and work in a fast-paced office environment.

It is essential that the Executive Assistant/Board Liaison have the ability to manage the CEO’s demanding calendar and effectively assist and interact with the staff, Board of Directors, ZSFG staff, other organizations, and a variety of groups and individuals. The position has significant administrative responsibilities including A-level executive support; forward thinking and the ability to self-start are crucial. This individual must have exceptional customer service skills, a pleasant phone manner, be able to interact with diverse individuals across the economic spectrum with courtesy and tact, and enjoy greeting visitors and seeing to their needs.

ADMINISTRATIVE RESPONSIBILITIES

  • Schedule, coordinate and prepare for six or seven board meetings per year as well as bi-monthly meetings for five committees and their subcommittees, including the collaborative planning of meeting agendas, preparation and/or coordination of all meeting materials, invitations, tracking of attendance, and venue preparation;
  • Record and prepare minutes of all board and committee meetings, including composition of minutes, tracking of required approvals, and filing of board minutes on-site as mandated;
  • Record and prepare notes of all board and committee meetings, including compilation and composition of notes and dispersal to appropriate parties for follow-up; track progress of follow-up;
  • Prepare and plan organization’s strategic planning activities, including board and staff retreats and in-house special events, including scouting of locations, consideration of and coordination with caterers, setting up and breaking down events;
  • Determine meeting venues, coordinate catering and all related vendors, serve as a gracious representative of the Foundation; break down after these meetings; ensure smooth cooperation throughout the process with venue administration;
  • Coordinate all aspects of selection of new board members: compilations and submission of candidate profiles to Governance Committee, dispersal of candidate information to board,  scheduling of further committee consideration, and nomination to full board;
  • Coordinate all aspects of new board member orientation and onboarding
  • Coordinate recruiting activities for the CEO
  • Have strong knowledge of Foundation’s Bylaws, governing policies and committee charters and ensure mandated procedures are being followed; serve as point person for any needed updates;
  • Manage calendar, expense reports and scheduling of appointments for the CEO;
  • Assist in editing and distribution of documents composed by CEO and/or Board President and compose strong drafts of documents to be sent to board members and outside entities when requested by CEO and/or Board President;
  • Collaborate with CEO on scheduling and creating agendas for monthly staff meetings and quarterly staff lunches;
  • Prepare and/or edit PowerPoint and other presentations for the CEO when needed;
  • Collaborate with Foundation staff on special projects and event assistance when needed.
  • Assist the President and Chair of the Board of Directors with coordination and scheduling of meetings and provide special assistance as needed;
  • Answer phones; and greet visitors to the Foundation office;
  • Perform general administrative support and other tasks as assigned.

REQUIREMENTS

  • Four-year college degree preferred; Associate’s degree required, with strong experience in the nonprofit sector;
  • Excellent oral and written skills and sophisticated use of technology;
  • Strong interpersonal and customer service skills;
  • Organizational and problem-solving skills, ability to exercise initiative;
  • Strong proficiency with Microsoft Office Suite (Word, Excel, PowerPoint), Outlook
  • Strong attention to detail, accuracy and ability to juggle multiple priorities effectively;
  • Diplomacy and awareness of Foundation’s status and public image;
  • Personal enthusiasm, optimism, a sense of humor, and patience;
  • Interest in and commitment to public health;
  • Occasional evenings and weekend work required; and
  • Valid California Driver’s License required.

DESIRED QUALIFICATIONS

  • Experience in non-profit administrative work
  • Experience working with a board of directors
  • Event experience a plus
  • Familiarity with Raiser’s Edge and/or Financial Edge a plus.

COMPENSATION  INFORMATION

San Francisco General Hospital Foundation offers a competitive compensation package based upon experience, and benefits including medical, dental, and vision insurance, 403(b) retirement plan, commuter discount and vacation.