Executive Assistant

📍 Location: On-Site – South San Francisco, CA

🕒  Schedule: Full-Time - Exempt
🏢  Department: Headquarters

📋 Reports to: Chief Executive Officer  

Pay Range: $85,000.00 - $95,000.00

✨  Make a Meaningful Impact

Aspiranet, a leading California-based nonprofit dedicated to supporting children, youth, and families, is seeking a dedicated and detail-oriented [Job Title] to join our team. If you thrive in a fast-paced, mission-driven environment and have a passion for providing excellent operational support while collaborating and working with the HQ team, we’d love to hear from you.

❤️ About Aspiranet

Aspiranet is a mission-driven social services agency with a proud legacy of supporting California communities since 1975. We are committed to ensuring that every child is loved, every family is supported, and every individual has the tools to succeed. Our services span the state and are delivered through six dedicated divisions: Foster Care and Adoption, providing support for children and families throughout the foster and adoption journey; Transitional Aged Youth (TAY), offering programs that guide young adults as they transition from foster care to independent living; Residential, delivering therapeutic care in structured, supportive environments to help youth thrive; Intensive Home-Based Services, focused on meeting individualized needs within the home, school, and community; Behavioral Health, delivering short-term, intensive mental health services for youth at risk; and Family and Community, emphasizing early intervention and family-strengthening supports. At Aspiranet, every role contributes to something greater—helping to create a future where opportunity, hope, and healing are within everyone’s reach.

📝️ Position Summary

The Executive Assistant supports the Chief Officers of the agency by planning and orchestrating work to ensure that the senior executives priorities are met, organizational goals are achieved, and best practices are upheld. The Executive Assistant works independently performing a wide range of complex and confidential administrative duties for the C-suite, while supervising assigned administrative staff.

🔍 Key Responsibilities

Meeting & Event Coordination

• Schedule and coordinate meetings, conference calls, and events, including logistics, AV setup, catering, and virtual platform facilitation.
• Take minutes, prepare detailed agendas, and ensure follow-up actions are completed post-meetings.
• Serve as Zoom administrator for the agency, providing access and training as needed.

Stakeholder Communication & Liaison

• Act as primary point of contact between executives and internal/external stakeholders including board members, brokers, vendors, and county representatives.
• Draft, edit, and proofread high-quality communications, reports, spreadsheets, presentations, and board materials.
• Monitor and update agency website when senior leaders are hired or transition out.

Procurement, Finance & Facilities

• Manage procurement activities including purchase orders, contracts, and executive expense reporting.
• Complete building service requests and coordinate office space planning across departments.
• Oversee the agency’s annual insurance renewal and maintain active business licenses.

Compliance & Training Oversight

• Monitor staff participation in mandatory trainings (e.g., compliance, safety) and support divisional leadership in accountability efforts.
• Maintain up-to-date organizational charts and distribution lists.
• Lead and support training on agency policies and procedures for Administrative Assistant staff at all levels.

Technology & Information Management

• Manage and maintain agency SharePoint pages and Microsoft Teams groups for executive and departmental use.
• Ensure consistent application of digital tools across administrative teams.
• Train and support new Executive and Core Division Administrative Assistants to standardize processes.

✅ Qualifications

• Bachelor’s degree in Business, Communications, Journalism, or a related field preferred. A combination of relevant education and professional experience may be considered in lieu of a degree.
• Minimum of five (5) years of progressively responsible administrative experience, including direct support to executive leadership (such as a CEO) and supervisory responsibilities.
• Exceptional written and verbal communication skills.
• Highly organized and detail-oriented with proven ability to manage multiple priorities and meet deadlines in a dynamic, fast-paced environment.
• Strong interpersonal skills and a collaborative mindset; ability to work effectively as part of a team.
• Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), Zoom, and SharePoint.

💻 Work Environment & Schedule

• This role will serve as a Monday – Friday standard 8:00 am – 5 pm business hours.

❤ Why Aspiranet?

• Competitive compensation, comprehensive benefits package, and a 403(b) retirement plan with employer matching.
• Access to the free Aspiranet Employee Perks Program. Enjoy exclusive discounts on entertainment, travel, wellness, pet care, gym memberships, theme parks, and more
• Flexible Hybrid Schedule. Enjoy the mix of remote and in-office work, supporting work-life balance
• Flexible paid time off including 11 paid holidays, 10 vacation days, 10 sick leave days, two diversity days, and paid birthday time off.
• Access to our employee assistance program including 24/7 crisis line; up to 6 counseling sessions per issue.
• Training opportunities are available to support your ongoing development and career aspirations.
• Collaborate in a supportive, inclusive, and mission-aligned culture.
• Opportunity to lead meaningful initiatives that support employee wellbeing.

🏋️‍‍ Physical Demands

The physical demands and work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. In accordance with the Americans with Disabilities Act (ADA), reasonable accommodations may be made to enable qualified individuals with disabilities to perform these essential functions.

This position typically operates in a standard office environment. The noise level is generally quiet and remains within OSHA’s established safety levels at all times.

⚖️  Equal Employment Opportunity

Aspiranet is an equal opportunity employer that recognizes the value of diversity. We believe a diverse workforce within a culture of Inclusion, Diversity, Equity, and Access (IDEA) increases creativity, innovation, problem-solving, and teamwork for the youth and families that we serve and the organization as a whole.  Aspiranet strives to provide our employees with a workplace that is welcoming, inclusive of differing world views, cultures, and lived experiences.

📝 How to Apply

Join us in building brighter futures.

Apply today through our career portal:

 👉 Click here to apply: www.aspiranet.org/careers

✨ Pro Tip: Once you’re in the portal, be sure to create an account to get started on your application! It’s quick, easy, and the first step to making a difference.