What are the responsibilities and job description for the Executive Assistant position at Alameda Health System Foundation?
INSTRUCTIONS : You MUST submit (1) a cover letter detailing your qualifications and interest and (2) a current resume to be considered for this role.
ABOUT US
Alameda Health System Foundation (AHS Foundation) is a 501(c)(3) nonprofit that seeks private contributions and corporate and foundation grant funding for the East Bay region’s largest public health and safety-net hospital and clinic network, Alameda Health System (AHS). AHS’s network of facilities includes Alameda Hospital, Wilma Chan Highland Hospital Campus and Level 1 Trauma Center, John George Psychiatric Hospital, San Leandro Hospital, Fairmont Hospital, and outpatient Wellness Centers in East Oakland, Hayward, and Newark.
We advance health equity throughout Alameda County by securing funding and community support for Alameda Health System’s (AHS’s) strategic priorities that increase access to quality care, address unmet social needs, and build a community-centered workforce. AHS Foundation’s office is located in Oakland.
Staff benefits include health care, retirement (403b plan), paid time off (vacation and sick leave), professional development, and more. To learn more about us, please visit
Equal Opportunity Employer
As an equity-centered organization, Alameda Health System Foundation seeks individuals with diverse skills and experiences to reflect and serve our community. We strongly encourage women, people of color, LGBTQ folks, people with disabilities, foreign-born residents, bilingual individuals, and veterans to apply. Alameda Health System Foundation is an equal opportunity employer. Applicants will not be discriminated against because of race, color, creed, sex, sexual orientation, gender identity or expression, age, religion, national origin, citizenship status, disability, ancestry, marital status, veteran status, medical condition, or any protected category prohibited by local, state, or federal laws.
Position Summary
Reporting directly to the Senior Director of Philanthropy (SD), the Executive Assistant (EA) plays a pivotal role in providing comprehensive support to the SD and to the broader philanthropy team. This includes expertly managing calendars, planning and facilitating meetings, supporting relationship management with internal and external stakeholders, conducting research, data entry, and drafting and editing correspondence and reports.
As a representative of the AHS Foundation, the EA serves as a liaison between the Philanthropy team and members of the board of trustees and / or the leadership team. This involves organizing and coordinating executive outreach, managing external communications, and overseeing special projects. The EA also provides critical administrative and technical support for high-visibility, sensitive, and multi-faceted grant and gift management initiatives, proposal development, stakeholder engagement, and capacity planning. These projects are often broad in scope and span multiple functional areas, involving collaboration with staff and leadership at all levels, from front-line workers to senior administration.
Administrative and Calendar Management
- Manage the SD’s calendar, scheduling, and meeting preparation, ensuring engagements align with priorities.
- Serve as a key liaison, fostering seamless communication and collaboration with internal and external stakeholders.
- Conduct research, manage data, and prepare reports, correspondence, and executive outreach materials.
- Support board relations, donor engagement, and philanthropic initiatives through coordination and logistics.
- Oversee special projects, ensuring efficient execution and timely follow-through.
- Manage expense reports, budget tracking, and financial documentation.
- Prioritize and address incoming issues, including sensitive matters, and determine appropriate actions.
- Handle office administration, including calls, communications, and general support tasks.
- Optimize the SD’s time by coordinating meetings, tracking priorities, and providing necessary materials.
- Schedule and coordinate meetings, funder and donor visits, and events; provide timely notifications and follow-ups with attendees and other relevant stakeholders;
- Keep the SD informed of upcoming meetings and proactively provide necessary preparatory materials to ensure readiness.
- Perform other duties as assigned.
Meeting support :
Communication :
Project Management :
Candidate Profile
The ideal candidate is a proactive professional who demonstrates sound judgment and employs strong written and verbal communication, administrative, and organizational skills. They thrive in a dynamic, entrepreneurial, mission-driven, and results-oriented environment. The EA is a partner, adept at building positive working relationships and managing multiple priorities in a fast-paced setting with little oversight.
MINIMUM REQUIREMENTS
PREFERRED SKILLS / EXPERIENCE