South San Francisco, CA

 

 

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

📅 Schedule: Full-Time / Exempt

💼 Department: HQ  

📈 Reports to: Chief Executive Officer

💰 Pay Range: $85,000.00 - $100,000.00/Annually

 

 

✨  Make a Meaningful Impact

Aspiranet, a leading California-based nonprofit dedicated to supporting children, youth, and families, is seeking a dedicated and detail-oriented Executive Assistant 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 (EA) serves as the senior administrative leader within the Corporate Office and as a strategic partner to the Chief Executive Officer (CEO) and Chief Operating Officer (COO). This role ensures executive priorities are aligned, coordinated, and executed efficiently across the enterprise. The EA provides high-level executive coordination, operational alignment, governance oversight, and administrative leadership. In partnership with the CEO and COO, the EA supports enterprise-wide operational initiatives, contracts governance coordination, and cross-functional executive execution. The EA leads the Corporate Administrative function and ensures consistency, continuity, and excellence across executive support roles, including Administrative Assistants supporting the CHRO and CFO.

 

🔍 Key Responsibilities

Executive Partnership – CEO

• Serve as the primary strategic administrative partner to the CEO.
• Manage complex enterprise-level scheduling aligned with strategic priorities.
• Coordinate executive leadership meetings, board sessions, and external engagements.
• Prepare and oversee development of executive communications, board materials, reports, and presentations.
• Track executive initiatives and ensure accountability and follow-through.
• Serve as a liaison between CEO and internal/external stakeholders.

Executive & Operational Partnership – COO

• Provide high-level administrative and operational coordination support to the COO.
• Assist in managing enterprise operational initiatives, cross-functional projects, and executive deadlines.
• Coordinate executive review of operational metrics, dashboards, and performance reports.
• Support contracts governance oversight in partnership with the CFO AA.
• Monitor operational compliance deadlines, reporting timelines, and executive-level deliverables.
• Prepare operational summaries, executive dashboards, and enterprise-level reports as directed.
• Coordinate logistics and materials for operational leadership meetings.
• Track action plans resulting from executive-led initiatives.

Leadership of Corporate Administrative Function

• Supervise and provide direction to Corporate Administrative Assistants.
• Establish standardized administrative practices across the Corporate Office.
• Ensure seamless executive office coverage and continuity.
• Delegate appropriately while maintaining oversight of executive-level workflows.
• Mentor and support development of administrative staff.
• Maintain alignment and coordination across CHRO and CFO support functions.

Governance & Enterprise Administration

• Oversee corporate documentation governance and executive record management standards.
• Oversee annual insurance renewals and executive-level compliance documentation.
• Maintain agency business licenses and executive filings.
• Serve as agency administrator for executive communication platforms.
• Ensure enterprise documentation standards are upheld across the executive office.

Board & Executive-Level Coordination

• Coordinate Board of Directors logistics, materials preparation, and documentation tracking.
• Maintain executive distribution lists, organizational charts, and governance records.
• Support executive succession, leadership transitions, and enterprise communications as needed.

 

✅ Qualifications

Education & Experience

• High school diploma required; associate or bachelor’s degree in business administration, communication, or related field preferred.
• Demonstrated experience providing direct support to senior executive leadership, preferably within a corporate or enterprise environment.
• Experience supporting executive-level operational initiatives and cross-functional leadership coordination.
• Experience leading, mentoring, or guiding administrative staff.
• Experience preparing board-level materials and executive documentation.

Executive-Level Competencies & Experience

• Proven ability to support both strategic and operational executive functions.
• Demonstrated experience managing highly complex calendars and enterprise-level priorities.
• Experience coordinating executive governance processes, documentation standards, and compliance-related administrative activities.
• Demonstrated experience handling confidential executive, financial, personnel, and governance information with discretion.
• Experience managing or overseeing SharePoint structures, enterprise documentation systems, and digital collaboration platforms.
• Strong capability in translating executive and operational discussions into structured reports, summaries, dashboards, and presentation-ready materials.

Advanced Technical & Systems Expertise

• Advanced proficiency in Microsoft 365, including Outlook, Word, Excel, PowerPoint, Teams, and related collaboration tools (Canva, etc.).
• Strong working knowledge of SharePoint governance and enterprise document management practices.
• Ability to produce executive-ready materials aligned with corporate branding and presentation standards.

 

💻 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 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

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.