Hybrid Executive Operations Assistant na Seneca Family of Agencies

Are you a proactive organizer who thrives in fast-paced environments? Join us as an Executive Operations Assistant and become an essential partner to the COO and executive team.

The Executive Operations Assistant provides high-level administrative and operational support to the Chief Operations Officer (COO) and broader executive leadership team. The position requires the ability to manage sensitive information, anticipate needs, track complex and time-sensitive initiatives, and juggle competing priorities in a dynamic, fast-paced environment. 

ABOUT SENECA  

Seneca Family of Agencies has been nominated among the Bay Area’s Top Workplaces for several consecutive years. We’re committed to providing traditionally marginalized communities with a network of excellent mental health, community-based, and educational services. We are committed to building a diverse staff. Our programs deeply engage in conversations and training on Diversity, Equity, and Inclusion to bring equity and justice to the youth and families we serve. 

Responsibilities: 

• Provide direct administrative and operational support to the COO and other members of the leadership team, including managing calendars, email communications, and special project documents. 
• Serve as a point of contact and liaison between the COO’s office and staff across the agency, fostering timely and professional communication. 
• Draft, format, and edit a wide variety of documents, including internal communications, project summaries, memos, meeting materials, protocols, and reports. 
• Prepare for and coordinate meetings and events by scheduling attendees, booking rooms, creating and distributing agendas, taking and distributing minutes, and managing follow-up tasks. 
• Arrange logistics for meetings and events, including food, supplies, scheduling platforms, and communication with attendees. 
• Maintain all of the COO’s files, ensuring organization, accuracy, and confidentiality. 
• Read and triage incoming emails and communications for the COO, elevating critical messages and drafting replies when appropriate. 
• Coordinate coverage of the agency’s informational e-mail account and general voicemail box. 
• Support contract and document workflows, ensuring timely routing and review of materials requiring the COO’s signature or approval. 
• Support the Executive Assistant with tasks related to the CEO, the Board, and the Executive Office.  
• Coordinate projects as directed by the COO. 
• Serve as liaison for staff communication with the COO and other leadership team members. 
• Distribute assignments to designated team members, as directed by supervisor. 
• Develop and track reports as directed. 

Qualifications: 

Required

• Education/experience requirements:
• Bachelor's degree + 1 year of applicable work experience OR 
• Associate degree or equivalent + 2 year of applicable work experience OR 
• High school diploma/GED + 3 years of applicable work experience. 
• Applicable work experience includes any paid or unpaid experience in an administrative capacity requiring customer service, data entry, ability to prioritize multiple projects within strict deadlines, and coordination with multiple departments 
• Proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint), Adobe Acrobat, and document/file management systems. 
• Experience working in a high-visibility or executive support capacity strongly preferred. 
• At least 21 years of age. 
• TB test clearance, fingerprinting clearance, and any other state/federal licensing or certification requirements.   

Skills of an Ideal Candidate

• Excellent organizational, analytical, writing, typing, editing and formatting skills. 
• Strong written and verbal communication skills; able to draft clear, professional correspondence and documents. 
• Ability to work independently while contributing to a highly collaborative team environment. 
• Sound judgment and professionalism in handling confidential or sensitive information. 
• Demonstrated cultural responsiveness and alignment with a mission-driven organization. 

Schedule

• Full-time; Monday - Friday 9am - 5:30pm
• Hybrid 

Benefits 

• Starting at $30.60 - 33.10 per year, actual salary dependent on creditable experience above the minimum qualification
• Salary increases each year
• Comprehensive benefits package:
• Medical, dental, vision, chiropractic, acupuncture coverage
• 50% paid premiums for dependents
• Long-term disability, family leave, and life insurance
• 403b Retirement Plan
• Employer-paid Employee Assistance Plan
• 5 weeks of Paid Time off and 11 Paid Holidays
• Seneca is a Public Service Loan Forgiveness certified employer
• Abundant professional development, scholarship, and promotional opportunities