KFF (The Henry J. Kaiser Family Foundation), a nonprofit organization, is the nation’s leading health policy organization , dedicated to filling the need for trusted information on national health issues. KFF serves as a non-partisan source of facts, information, and analysis for policymakers, the media, the health care community, and the public.

KFF is currently seeking an Executive Assistant to provide direct support to its Executive Director of Journalism and Information Technology who also serves as the Publisher of Kaiser Health News, the nation’s leading newsroom that produces in-depth journalism about health and health policy issues.

This position will provide support to a top executive of a highly respected non-profit organization. Working closely with the Kaiser Health News and IT teams, this individual will provide administrative support directly to the top executive overseeing these teams. The qualified individual must have strong and demonstrated knowledge and experience managing the calendar of a C-level or similar executive, including planning, and booking extensive travel arrangements. Superb knowledge of Microsoft Office is required, and the candidate should possess excellent proofreading and basic editing skills. Superior organizational skills, with an exceptional commitment to accuracy, detail, and follow-up, along with an ability to work under high-intensity situations is a must. Strong oral and written communication skills, with the ability to interact effectively and professionally with individuals at all levels, are also essential. The qualified individual must be adept at handling sensitive and confidential information with tact and diplomacy, interacting with high-level government and private sector leaders, and using good judgment and discretion.

The ideal candidate must possess a strong ability to manage their time to meet deadlines while representing a national non-profit organization that plays a leadership role in health policy, journalism, and communications. This is a position for an individual who has tremendous attention to detail and is accustomed to self-supervisory roles.

Principal Duties and Responsibilities:

• Reports to the Publisher/Executive Director and interacts regularly with KFF’s executive and senior staff in San Francisco, California, and Washington, DC among other regions.
• Manages calendars, including scheduling all meetings for the Publisher/Executive Director. Heavy scheduling required.
• Books and monitors national and international travel, focused on specific requests and travel needs.
• Reconciles work and travel-related expenses for reimbursement with a meticulous eye for detail and accuracy; as well as substantial check requests and expenditures for KHN, digital operations and IT.
• Manages numerous group conference registrations for various teams.
• Acts as a gatekeeper for all scheduling requests.
• Assists in coordinating a KHN yearly advisory committee meeting including presentations and venue logistics (travel to D.C. once every other year required).
• Manages travel, attendance, and memberships for several external committees and boards.
• Prepares KHN contracts and other administrative contracts.
• Manages the daily mail and office inbox/outbox.
• Assists as needed with grant reporting and grant writing tasks.

Minimum Desired Skills and Experience:

• Previous experience supporting executive-level roles, including complex scheduling and calendar management, as well as complicated multi-city national and international travel.
• Extensive experience and high proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook) required; in particular, proficiency in Outlook is essential and competency in Adobe Photoshop, Excel, PowerPoint is a plus. Familiarity with Slack, Teams, Asana, Jira, and other project and task management platforms is a plus.
• Ability to draft and edit memos, agendas, correspondence, talking points, and presentations.
• Extensive experience performing administrative tasks.
• Ability to use good judgment to handle requests/problems in supervisor’s absence or refer them to the appropriate source.
• Superior communication and interpersonal skills in dealing with KFF staff, Board members, government officials, press, media, and people at all levels in other organizations, always projecting a professional image.
• Ability to work well independently, as well as in group settings.
• Ability to multi-task while remaining positive and productive in demanding situations and to adjust to changing priorities with continued attention to detail and timelines. Requires flexibility in an environment where priorities shift regularly.
• Some travel may be required; willingness to perform occasional business errands; and occasional flexibility in schedule may be required.
• Will be privy to highly confidential information and will be responsible for always maintaining strict confidentiality of such information with the utmost discretion.

Not required, but additional attributes considered significant pluses:

• Demonstrated interest and commitment to KFF’s work and mission.
• Knowledge of the health and health policy and journalism worlds in which KFF works.
• Knowledge of United Airlines and West Coast-East Coast travel a plus.
• Direct prior experience in similar positions; and
• Relevant educational achievement (college degree).

This full-time position will be based in KFF’s San Francisco headquarters. KFF is currently working a hybrid schedule and requires all staff to work in the office a minimum of 3 days a week.

Compensation

The annual salary range for this position is between $90,000 and $110,000. Offers are based on the candidate's years of experience and KFF’s practice of upholding salary equity. KFF also offers a generous, comprehensive benefits package.

How to Apply:

If this position is of interest to you, and you have the requisite experience and qualifications, please apply.

KFF has an efficient applicant review process and will contact candidates who have applied for this position and whose qualifications most closely fit the criteria for the job. No phone inquiries please.

KFF requires all employees to provide proof that they are up to date on their COVID-19 vaccinations.

It is the policy of KFF to actively promote a diverse and inclusive workplace in every respect, and to provide equal employment opportunities to all qualified applicants and employees in every phase of employment without regard to race, color, religion, national origin, gender, gender identity, gender expression, sexual orientation, age, marital status, disability, veteran status, political affiliation, arrest or conviction records, or other categories protected under the law.