Executive Assistant II

Explore a career at EAH Housing.

Start or continue a career in real estate development and management with EAH Housing. We are looking for talented and skilled professionals as we expand our property portfolio throughout California and Hawai`i. As a mission-based nonprofit organization and industry leader for more than 50 years, we live up to our values, and work to create opportunities to empower people to live better lives. Join us and make a difference today.

What we offer.

We offer a comprehensive benefits package that includes medical, dental, vision, disability and life insurance, as well as a 403(b) retirement plan with a 5% match. We also offer generous vacation accrual, holiday schedule, and work schedule flexibility.
We believe in work / life balance.
15 days of vacation per year (which increases based on years of service)
10 paid sick days per year
13 paid holidays
Flexible Start Times (REM Onsite Positions)
We take care of our employees.
Competitive Salaries 
403b Retirement Plan with a match to every dollar you save for retirement, up to 5% of your pay
Go 365 Wellness Program
Comprehensive Employee Medical Insurance
Affordable Dental & Vision Insurance
Flexible Spending Account
EAP – Mental Health, Financial and Legal Services
$1,500 Employee Referral Program
EAH University, an in-house training program

This position is for a full-time Executive Assistant II to work at EAH Corporate located in San Rafael, CA. This is a hybrid remote position (3 days remote/2 days in-person). Qualified candidates will have Bachelor’s degree, or equivalent combination of education and experience; PMP or CAPM preferred. Must have five years of administrative support. Must have two years of executive‑level administrative support (e.g., CEO, CFO, COO, or SVP). Must have two years project management, leading or coordinating cross‑functional projects or programs. Salary range: $80,000 - $130000 per year; hiring range for new employees is generally $80,000 - $105,000 per year, DOE. Offer will take into consideration the experience of final candidate and the current salary level of individuals working at EAH in a similar role.

COMPANY OVERVIEW 

Established in 1968, EAH Housing is one of the largest and most respected nonprofit housing development and management organizations in the western United States. EAH develops low-income multifamily housing, manages more than 222 properties throughout in California and Hawai’i, and plays a leadership role in local, regional, and national housing advocacy efforts. 

EAH Housing puts its core values into action every day as our staff of 700 people serves 25,000 residents in 87 municipalities. We offer competitive wages, comprehensive benefits, professional development, and invest in our employees through extensive training programs. Please visit our www.eahhousing.org to learn more about us, our culture, and how we strive to maintain excellence in everything we do. 

For immediate consideration, please apply to requisition RESID004334 on our website at www.eahhousing.org/careers

POSITION OVERVIEW

Provides highly specialized executive support to the Chief Financial Officer (CFO). Partners closely with department heads and project teams to translate CFO priorities into scoped workplans, timelines, and delivered outcomes. Acts as a strategic liaison across all EAH departments. Functions as back‑up to Chief of Staff during planned or unplanned coverage periods to maintain continuity of executive rhythms and governance cycles. Understands and supports the EAH Housing mission and core values.

RESPONSIBILITIES

•  Organizes and prioritizes critical issues and required information for the CFO to facilitate efficient decision making and implementation, flags critical items and routes items to appropriate leaders for handling.
• Assesses inquiries directed to the CFO, determines proper course of action, and delegates to the appropriate individual to manage.
• May represent the CFO by email, phone, or in meetings with internal and external stakeholders (auditors, lenders, insurers, donors/partners) as directed.
• Builds cross‑functional internal relationships, representing the Office of the CFO; partners closely with other administrative staff supporting C‑level, VP, and Director leaders to increase efficiency and define operational strategies.
• Maintains a thorough understanding of organizational goals and financial priorities; supports Executive Team on optimizing work and information flow and meeting effectiveness; tracks Finance KPIs.
• Advises and assists the CFO in effective decision‑making, project management, and execution of strategic initiatives; manages and tracks finance initiatives across the organization; provides analytical support as needed.
• Tracks and highlights deliverables from Finance and cross‑functional leaders; follows up to ensure action closure and escalates as directed by the CFO in relation to shifting priorities.
• Works with Communications and Finance leadership to facilitate internal and external communications; prepares finance related content for Board materials, audit/finance committees, lender and investor meetings, executive off‑sites, and similar events.
• Leads or partners on special projects driven by the CFO across Finance, Accounting, Treasury, Insurance/Risk, Enterprise Resource Planning (ERP)/financial systems, and development/asset management workstreams.
• Takes calls and attends meetings on behalf of the CFO; captures notes, decisions, and action items; drafts first versions of proposals, emails, and letters; provides administrative support including complex calendar management, travel, and correspondence.
• Prepares the CFO for meetings and presentations; assembles briefing materials; creates agendas; ensures readiness for upcoming commitments and responsibilities.
• Prepares or coordinates transcription/production of correspondence, memos, legal and other documents, spreadsheets, and presentations; maintains the CFO’s files and knowledge repositories.
• Schedules appointments, meetings, retreats, and conference calls for the CFO and finance‑related groups; manages logistics (calendaring, rooms, technology, refreshments) and follows up on action items.
• Supports Board, Audit, and Finance Committee cycles as directed (packet timelines, materials, minutes, and action tracking) in coordination with the Office of the President.
• Establishes and runs a PMO cadence for finance initiatives, including project charters, scope statements, schedules, RAID (Risks, Assumptions, Issues, Dependencies), RACI (Responsible, Accountable, Consulted, and Informed), dashboards, and change control.
• Maintains project tools and artifacts (status reports, decision logs, dependency maps) and facilitates regular stand‑ups and stakeholder updates.
• Serves as back‑up to the CEO’s Chief of Staff during planned/unplanned coverage, owning ELT/SLT and Board/Committee meeting rhythms, agendas, materials, minutes, and action closure.
• Coordinates with IT/IS and Operations to ensure appropriate technology is leveraged for execution (SharePoint/OneDrive, Teams, Microsoft Power BI, Smartsheet, Asana, MS Project as applicable).
• Actively participates in mandatory trainings.
• Regular and predictable attendance.
• Other duties as assigned.

Supervisory Responsibilities

May supervise consultants, vendors, and other staff as assigned by the CFO; may coordinate the work of administrative staff or temporary resources supporting finance projects.

• Orients new or temporary project staff to position and processes.
• Trains staff in emergency procedures and employee safety.
• Approves timesheets and time‑off requests when assigned supervisory authority.
• Sets and oversees work schedules when coordinating project resources.
• Provides performance feedback to employees and vendors, including coaching and counseling as appropriate.
• Conducts regular meetings for discussions, problem solving, encouraging, and training.

QUALIFICATIONS

Bachelor’s degree, or equivalent combination of education and experience; PMP or CAPM preferred. Five years of administrative support. Two years of executive‑level administrative support (e.g., CEO, CFO, COO, or SVP). Two years project management, leading or coordinating cross‑functional projects or programs.

CRIMINAL BACKGROUND CHECK REQUIREMENTS

EAH Housing conducts criminal background checks on all candidates who have received a conditional job offer. Once you have received such an offer, you will be required to submit and pass our criminal background requirements. EAH also verifies education and employment history. Any verified discrepancy (resume or online application) may delay your background check results and/or affect your eligibility to work at EAH. Please be advised that certain roles may also require fingerprinting due to legal requirements.  If onsite housing is a requirement of the position, any household members over 18 years of age who will be living onsite with the candidate must also undergo a criminal background check and tenant screening.  Satisfactory completion of background check and fingerprinting requirements is a requirement of employment with EAH.  

DRUG TESTING

EAH Housing requires all candidates who have received a conditional job offer to submit to drug testing within 72 hours from acceptance of our job offer. EAH Housing does not test for marijuana/cannabis. Satisfactory completion of drug testing is a requirement of employment with EAH. 

EAH Housing is an EEO employer. CA BRE #00853495 | HI RB - 16985

INDEAH