Sr. Executive Assistant

IOA is on the forefront of revolutionary healthcare models, reshaping the way people can age in place. Our innovative models transform lives, enhance communities, and save healthcare systems millions of dollars. Rather than focusing on archaic outdated design, we strive to consistently question the “status-quo” and create new and more innovative ways to help aging adults and adults with disabilities maintain their quality of life.

With over 23 programs, we offer multiple ways to aid seniors maintain their health, well-being, independence and participation in the community, fulfilling our mission.

Administrative

• Function as key liaison for CFO’s direct reports, internal staff, and external clients

• Respond to incoming calls and inquiries

• Manage and maintain CFO calendar, including complex scheduling and arranging meetings with internal staff and external contacts (e.g., attorneys, bankers, auditors, city/state personnel)

• Assist in scheduling C-Suite meetings and events, including travel arrangements

• Prepare and edit correspondence, communications, and other documents

• Develop and maintain an organized filing system

• Review CFO budget monthly and manage administrative spend

• Create and manage purchase orders

• Facilitate CFO approvals of contracts, policies, HR actions, forms, and documents

• Receive and interact with IOA and CFO visitors

Project Management

• Manage special projects and ad hoc duties as assigned by the CFO

• Ensure each project plan is created and successfully executed

• Conduct research, and assemble and analyze data for required documents and reports

• Coordinate staff participation and prepare presentations for IOA meetings, including Management Forum and Fireside Chats

• Facilitate large Zoom meetings with multiple speakers (approximately 10-100 people)

• Prepare slide presentations and illustrative reports for use in internal and external meetings for the CFO, with ad hoc support for C-Suite

• Coordinate scheduling of FY budget meetings with leadership, focusing on meeting deadlines

• Coordinate and lead company culture through team event planning and logistics coordination for CFO division and company events

• Report progress and final project results to the CFO and other leaders involved

Required Qualifications

• Minimum 6+ years project management and senior executive administrative support experience, supporting C-level executives

• Outstanding proficiency with MS Office Suite (Word, Excel, PowerPoint, Outlook)

• Extensive experience with Zoom, GoToMeeting, Skype and other communication applications

• Extensive experience with cloud-based project management applications, requiring collaborative coordination

• Excellent calendar management skills and experience scheduling and managing travel arrangements

• Highly organized with excellent attention to detail

• Demonstrated initiative and innovation

• Superior ability to maintain confidentiality with CFO and executive team

• Outstanding interpersonal, oral, and written communication skills including proofreading and editing abilities

• Ability to handle confidential and sensitive materials discreetly at all times

• Ability to work competently with little or no supervision

• Ability to work collaboratively with teams

• Highly flexible, with ability to shift priorities

• Ability to respond confidently to urgent situations

• Take advantage of opportunities for professional growth, leadership, and community building.

Desired Qualifications

• BA/BS Degree or higher

• Current or prior senior-level project management and administrative support experience in Accounting, Finance, Purchasing, Human Resources, or Information Technology

COMPENSATION

Range: $110,000 - $132,000/Annual

This amount is not necessarily reflective of actual compensation that may be earned, nor a promise of any specific pay for any specific employee, which is always dependent on actual experience, education and other factors.

This range does not include any additional equity, benefits, or other non-monetary compensation which may be included.

Beware of Hiring Scams

We are aware that some third parties have reposted our job listings in an attempt to scam applicants. Please be cautious and only apply through our official channels.

• Institute on Aging will never request payment or sensitive personal information such as Social Security numbers during the hiring process.
• All official communication will come from a verified IOA email address.
• If you receive any suspicious communication or requests, report them to [email protected].
• All legitimate job openings can be found on the Institute on Aging Careers Page.

We encourage you to learn more about IOA by visiting us here.

IOA reserves the right to adjust work hours or duties when appropriate.

Institute on Aging is an Equal Opportunity Employer. Institute on Aging is committed to cultivating a diverse and inclusive work environment and providing equal opportunities to all employees and job applicants without regard to age, race, religion, color, national origin, sex, sexual orientation, gender identity, genetic disposition, neuro-diversity, disability, veteran status or any other protected category under federal, state and local law.

Pursuant to the San Francisco Fair Chance Ordinance, we will consider for employment qualified applicants with arrest and conviction records.