SFAF-Executive Associate
GRADE: 9
REPORTS TO: SFAF Executive Director/PGAF President
STATUS: Regular Full-Time
STARTING SALARY: Commensurate with Experience
The Executive Associate reports to the Executive Director and the Deputy Director of Programs and Services. The Executive Associate provides support by administering the daily activities for the OED and Programs & Services Department. The Executive Associate Acts as staff liaison to board officers and members.
1. Initiates and maintains ongoing contacts with board officers, managers, and staff.
2. Assists in drafting and proofreading the Executive Director's letters of support and recommendation, as well as letters to elected officials, CEOs, executive directors, board members and staff of SFAF and other AIDS service agencies, staff of elected officials and governmental agencies, donors and the general public. Edits and/or revises such letters and other written documents as assigned.
3. Assists the Deputy Director of Programs & Services in the daily office administration.
4. Negotiates discounts/donations; arranges for catered special events within budget allocated; purchases/leases of goods and services, rental agreements, and board retreats and meetings.
5. Acts as staff liaison to board officers, committee chairs and members. Serves as a primary contact with the agency board members for providing and obtaining information.
6. Independently records and publishes policies and proceedings of board of directors.
7. Coordinates preparation and distribution of all board meeting notices, information packets, handouts, and other documents.
8. Provides logistical support for all board meetings/events including location, room set-up, meals, and supplies.
9. Coordinates conference and workshop attendance for board members including travel, lodging, and registration.
10. Arranges recognition gifts of outgoing board members.
11. Tracks information on potential board members.
12. Maintains and distributes board rosters, committee lists, and other board documents as necessary.
13. Maintains confidentiality of highly sensitive information on personnel and other matters with management team and department directors.
14. Manages Executive Director's calendar which includes scheduling and coordinating meetings.
15. Schedules and coordinates domestic and international travel arrangements for ED such as flights, room accommodations, and ground transportation.
16. Monitors department budget. Prepares and reconciles ED’s expense report, check requests, credit card statements, and other similar reports. Scrutinizes and codes all receipts received by Executive Director's office for agency-wide costs.
17. Screens and prioritizes the Executive Director’s incoming mail. Responds or routes as necessary.
18. Screens, routes, and announces all calls. Responds to and follows up with callers, as necessary.
19. Schedules, arranges, and coordinates a variety of agency events (e.g. management retreats, receptions, goodbye lunches or dinners.)
20. Performs office management duties including photocopying, report assembly, organizing and maintaining paper electronic files, ordering office, meeting, and event supplies.
21. Attends department meetings, manager’s meetings, and agency staff meetings.
22. Performs other related duties as assigned by the Executive Director.
KNOWLEDGE, SKILLS, AND ABILITIES
1. Ability to write professionally and effectively.
2. Ability to communicate effectively orally and in a written format.
3. Ability to analyze, plan and problem solve effectively.
4. Ability to work independently.
5. Excellent computer skills, with proficiency in Microsoft Excel and Microsoft Word, and Outlook
6. Ability to use considerable judgment and initiative in the course of executing responsibilities.
7. Ability to be flexible and adapt to ever changing priorities, responses to the media, personnel emergencies, critical political situations, and patience with rescheduling a significant number of appointments and travel arrangements.
8. Ability to prioritize multiple tasks.
9. Ability to properly prioritize and manage executive schedules.
10. Ability to maintain confidentiality.
11. Ability to communicate with employees and other agency contacts in a courteous and professional manner.
12. Ability to maintain schedules.
13. Knowledge of working with budgets.
14. Knowledge of general office practices and procedures.
15. Knowledge of written communication formats business English, and composition.
16. Ability to operate various office equipment, such as personal computer, calculator, copy machine, facsimile machine, typewriter, and telephone system.
17. Ability to make decisions in accordance with established policies and procedures.
18. Ability to work comfortably with diverse populations, with sensitivity to issues concerning HIV and all disabilities.
19. Ability to perform routine bending/stooping while filing.
20. Ability to perform routine twisting/reaching while working at computer/desk.
21. Ability to perform routine walking/standing during course of day.
22. Ability to hear and speak well enough to converse over telephone 100% of the time.
23. Ability to see well enough to use computer efficiently and read computer reports and correspondence 100% of the time.
Bachelor’s degree with six years of experience reporting to a senior executive and one year of supervisory experience or ten years of experience reporting to a senior executive with one year of supervisory experience. Exceptional writing skills of a quality suitable for publication. Exceptional editing, copyediting, and proofreading skills. Experience in working independently with discretion, tact, patience, and diplomacy. Experience in working with budgets. Must work occasional nights and weekends.
The statements herein are intended to describe the general nature and level of work being performed by employees assigned to this classification. They are not intended to be construed as an exhaustive list of all responsibilities, duties, and, skills required of personnel so classified.
HIV & AIDS AT THE SAN FRANCISCO AIDS FOUNDATION
The San Francisco AIDS Foundation recognizes the value of having significant representation of people living with HIV infection and AIDS in all departments and at all levels of staff and management. For this reason, the Foundation strongly encourages applications for employment from people with HIV/AIDS. The Foundation provides several health care coverage options including an HMO plan with no pre-existing conditions clause for employees working 20 hours or more per week. All employees with disabilities, including people living with HIV infection, may request reasonable accommodation (as defined by the Americans with Disabilities Act and California Department of Fair Employment and Housing Act.)
EQUAL EMPLOYMENT OPPORTUNITY STATEMENT
We actively seek applications from people living w/HIV/AIDS & other disabilities, people of color, women, lesbians, gay men, bisexuals, and transgender. EOE
Submit résumé and cover letter explaining experience with HIV and AIDS to:
Human Resources ATTN: EA.WS
San Francisco AIDS Foundation 415-487-3019
P.O. Box 426182 Or
San Francisco, CA 94142-6182
Or fax to: Human Resources ATTN: EA.WS
DEADLINE: POSITION OPEN UNTIL FILLED
Page last updated: 6/5/2008