Executive Assistant

About Cardea Health:  

Cardea Health is a non-profit organization dedicated to providing compassionate health care to marginalized populations. Our mission is to create and support programs that protect the health and autonomy of vulnerable individuals and promote equity and social justice to improve the well-being of our entire community. We provide medical support to populations that experience homelessness.  

At Cardea, we are dedicated to creating a workplace that celebrates diversity and actively seeks to include underrepresented communities. We believe that diversity drives innovation and fosters a more dynamic, inclusive, and productive work environment. We actively encourage individuals from underrepresented backgrounds to apply for our open positions. We value your unique perspectives, experiences, and talents, and we are committed to providing equitableopportunities for growth and advancement. Join us in building a team that reflects the rich diversity of our society and let's make a positive impact together. 

Primary Work Location:  

This is NOT a remote position. Applicants must live near the SF Bay Area. 

This position is hybrid, supporting all clinical supportive housing sites in perosn as needed. Frequent travel between sites and running errands (bank deposits, transporting equipment from one site to another, etc.) 

Job Summary: 

The Executive Assistant to the CEO provides high-level administrative support to executives by managing schedules, coordinating meetings, handling correspondence, and performing various administrative tasks. They serve as a primary point of contact for internal and external stakeholders, prioritize incoming requests, and ensure efficient communication within the organization. Additionally, they may conduct research, prepare reports, and assist with special projects as needed. The ideal candidate should possessstrong organizational skills, attention to detail, discretion, and the ability to multitask effectively in a fast-paced environment. They may also provide calendar and variety of support assistance to other leadership team members when time allows.  

Responsibilities: 

Office Management:  

• Maintain a well-organized and efficient office environment 

• Manage office supplies, equipment, and coordinate maintenance as needed 

• Travel between all of our sites to deliver and organize miscellaneous materials and tasks. Sites are located all around the Bay Area 

Calendar and Schedule Management:  

• Coordinate and manage appointments, meetings, and events for the team 

• Manage Executive Leaderships calendars and meeting requests via Outlook. Strong focus on CEO calendar management with lighter support for remaining C-suite 

• Assist in scheduling internal and external meetings, ensuring all logistics are in place 

Communication and Correspondence:  

• Handle incoming calls, emails, and other correspondence and direct inquiries to the appropriate team members when applicable  

• Draft, proofread, and edit documents and communications as necessary 

Data Entry and Record Keeping:  

• Maintain accurate and up-to-date records, databases, and filing systems  

• Assist in data entry and record-keeping related to various projects and programs  

Travel Coordination:  

• Arrange travel plans and accommodation for team members as needed  

• Process travel expenses and ensure compliance with organizational policies 

Team Support:  

• Provide administrative support to various teams as required 

• Assist in coordinating team-building activities and events 

• Assist a variety of teams from Finance, HR, Operations, and IT, supporting them on an ad hoc basis for any tasks and projects that need additional hands 

Errands and Other Administrative Duties:  

• Run errands, such as picking up supplies or documents, and conducting bank runs, as requested by executives   

• Provide general administrative support, including filing, copying, scanning, and managing office supplies 

Other 

• Monitor general Cardea email inbox 

• Monitor general Cardea business line 

• Board management, which includes scheduling board meetings, managing board documents, distributing board materials, and taking board meeting minutes

• Provide administrative support for organizational meetings such as distributing agendas, taking minutes, booking space, and organizing refreshments  

• Coordinate and produce the organization-wide newsletter, gathering updates from departments and ensuring timely distribution to staff. 

• Manage and maintain the organizational event calendar 

Minimum Required Skills & Qualifications:  

• Display resilience and resourcefulness in tackling tasks and finding solutions  

• Proficient with Microsoft Office Suite or similar software with the ability to learn new or updated software 

• Must have reliable transportation to travel all around the Bay Area (including but not limited to Alameda County, San Francisco County, Contra Costa County)  

Preferred Skills & Qualifications: 

• High school diploma or equivalent required, bachelor’s degree preferred or equivalent work experience  

• Extensive knowledge of office administration, clerical procedures, and recordkeeping systems. 

• At least four years of related experience 

• Proven experience as an executive assistant or similar role, preferable supporting C-level executives 

• Excellent communication skills, both written and verbal, with the ability to interact professionally with diverse stakeholders 

• Strong organizational skills and attention to detail, with the ability to prioritize tasks and manage time effectively 

• Proficiency in Microsoft Office Suite and other relevant software applications  

• Discretion and confidentiality in handling sensitive information  

• Professionalism, integrity, and a proactive approach to problem-solving  

• Flexibility to work outside regular business hours as needed 

• Knowledge of office management procedures and best practices 

Physical Requirements: 

• Occasional sitting or stationary work 

• Frequent standing, walking, kneeling, stooping, and ascending stairs 

• Occasional lifting and carrying up to 20 lbs 

• Frequent pushing and pulling 

• Frequent reaching high, low, and level 

Work Environment:

Hybrid at a supportive housing facility

Benefits: 

Employees in this role may be eligible for a range of benefits, including  

• Employer-supported medical,  

• Access to dental and vision insurance,  

• Paid vacation and sick time,  

• Retirement plan (401k) participation with a company match,  

• Commuter benefits,  

• Long Term Disability,  

• Life Insurance 

• Eligibility for certain benefits may vary based on hours worked per week and length of employment 

• Specific details are provided in the benefits guide and are subject to change 

Cardea Health is an Equal Opportunity Employer 

Cardea Health is committed to diversity in the workplace. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, age, gender identity or gender expression, genetic information, marital status, national origin, disability, citizenship or veteran status. We will consider qualified candidates with criminal histories in a manner consistent with the requirements of the state of California and San Francisco Fair Chance Ordinance. 

This job description is not designed to contain a comprehensive list of activities, duties, or responsibilities for this role. Activities, duties, or responsibilities may change, or a new job description may be assigned at any time with or without notice.