Executive Assistant

Description

Job Title: Executive Assistant

Organization: Kai Ming, Inc. is a non-profit 501(c)(3) organization that provides free full-day full-year; full-day part-year; or part-day part-year Head Start preschool services to eligible children ages 3-5 years old in San Francisco, CA with funding from Head Start, the California Department of Education, and the San Francisco Department of Early Childhood. 

Job Summary: The Executive Assistant (EA) is primarily responsible for supporting the Executive Director (ED) to manage various compliance, program, board, and management responsibilities. The EA is proficient with Microsoft Office Suite, which includes Microsoft Word, Excel, PowerPoint, and Outlook Electronic Mail, typing, and use of standard office equipment. Ability to learn other software programs as needed. The EA possesses the ability to exercise sound judgment in decision-making and the performance of duties and takes initiative with an ability to anticipate and identify the needs of the Executive Director. Must be flexible, adaptable, and responsive to change, maintaining a positive attitude.  Must get along well and work in harmony with others, in the spirit of collaboration and teamwork. The EA should present a professional image of Kai Ming, Inc. in all internal and external contexts.

Job Type: Full-Time, Exempt

Report to: Executive Director

Essential Duties:

• Serves as ED's delegate for work that does not require ED's attention.
• Serves as a point of access to ED for staff and the public.
• Serves as principal staff liaison to the Board of Directors.
• Helps ED prioritize workload. Tracks ED's commitments and priorities.
• Helps ED meet deadlines.
• Ensures clear and efficient logistical communication between the ED and Kai Ming’s staff.
• Manages ED's complex calendar.
• Makes travel arrangements and provides logistical details for ED's out-of-office appointments.
• Maintains Management Team action items, meeting notes, and team files.
• Support all other service areas within the organization. 

Qualifications

Qualifications: Kai Ming is looking for an experienced, high-performing executive assistant who sets high standards for him/herself and for those around him/her. The ideal candidate takes initiative, knows how to help a team succeed, communicates clearly and constructively, and knows when, where, and how to manage up.

• Bachelor's degree or equivalent.
• Minimum of 5 years of experience directly supporting an executive.
• Excellent written, verbal, and interpersonal communication skills.
• Political judgment to enable effective interactions with personnel at all levels of the organization.
• Positive attitude, detail, and customer-oriented with good multitasking and organizational ability.
• Attention to detail.
• Excellent project management skills and detailed follow-through.
• Superb time-management skills.
• The ability to collaborate effectively with various teams, providing the most useful guidance in an enthusiastic and inspiring manner.
• The ability to manage both up and down.
• Excellent analytical and organizational skills, and an ability to make decisions quickly and independently.
• Ability to communicate productively and effectively.
• Ability to meet multiple deadlines concurrently.
• Ability to manage multiple tasks simultaneously.
• Ability to work independently and as part of a team.
• Proficiency with Excel, Word, and Outlook.
• Ability to excel in and contribute to a collegial and friendly working environment.
• Strong oral communication skills, including a professional telephone manner.
• Ability to take initiative, but also to accept direction and seek guidance appropriately.
• Ability to travel.
• Adhere to the Kai Ming Code of Conduct and all other internal policies and procedures.  

• Accountable for the health, safety, and supervision of all children and families.  

Other Requirements:

• Annual Physical exam and TB Clearance
• Criminal Background Clearance
• Child Abuse Index Clearance
• Adherence to the Confidentiality Agreement
• Adherence to the Child Abuse Reporting Mandate
• Adhere to the Kai Ming Code of Conduct and all other internal policies and procedures.  
• Accountable for the health, safety, and supervision of all children and families. 

Equal Opportunity: Kai Ming provides equal employment opportunities for staff and candidates regardless of race, color, religion, national origin, gender, sexual orientation, age, marital status, military status, or disability in accordance with local, state, and federal guidelines. We strongly encourage people from diverse backgrounds to apply. We are committed to creating a diverse and inclusive workforce. 

Salary : $72,800 - $93,600