Executive Assistant

Humane Society Silicon Valley (HSSV), a privately funded, 501(c)(3) non-profit, has been serving people and pets in Silicon Valley since 1929. HSSV is a leader in animal welfare through our lifesaving efforts, community programs, and the many ways we are working to move the animal welfare industry forward. Our mission is to save lives, keep families together, and create a better future for pets and their people.

We are a passionate, high-performing team who believes that collaboration is key to our success. Our best work is achieved by leveraging each other’s strengths and creating opportunities for professional growth. Join a team that focuses on our key values of kindness, courage, and impact!

Overview

The Executive Assistant provides support to the President & Executive Director, helps manage organizational priorities, coordinates cross-functionally across the organization, and keeps important initiatives moving forward. The individual reports to the President & Executive Director and works closely with the Chief of Philanthropy as needed. The Executive Assistant role requires independence, good judgment, confidentiality and discretion, and the ability to anticipate needs, solve problems, synthesize information, and manage competing priorities in a fast-paced, mission-driven environment.

Key Responsibilities

• Executive Support: Serve as a partner to the President & Executive Director. Independently prioritize actions, anticipate executive needs, and proactively determine appropriate actions and resolutions.
• Philanthropy Leadership Coordination: Provide support on priorities involving the President & Executive Director, Chief of Philanthropy, Board, donors, and other shared initiatives.
• Board & Governance: Serve as the primary liaison between the President & Executive Director and the Board of Directors, committees, and advisory groups. Maintain communications with Board Alumni Ambassadors and Honorary Board members. Coordinate meeting schedules, communications, agendas, reports, minutes, and follow-up, and ensure compliance with applicable bylaws, policies, and governance requirements.
• Strategic Planning Initiatives: Coordinate follow-up for HSSV’s strategic planning process, including tracking goals, priorities, milestones, and action items; follow up with Leadership Team and staff; and keeping the President & Executive Director informed of progress and areas requiring attention. This role drives the process but does not develop the strategic plan.
• Reporting & Dashboards: Manage monthly organizational reporting and create and maintain dashboards that track goals, priorities, performance measures, and other information used to monitor progress and inform decisions.
• Meeting & Event Coordination: Coordinate internal and external meetings and events involving the President & Executive Director, including scheduling, agendas, presentations, briefing materials, logistics, follow-up, and other meeting preparation.
• Communication & Relationship Support: Help manage communication between the President & Executive Director and staff, Board members, donors, community partners, and other stakeholders. Represent HSSV professionally and handle confidential and sensitive information with discretion.
• Organizational Coordination: Work across HSSV to gather information, track follow-up items, and help prepare the President & Executive Director for meetings, decisions, and organizational priorities. Work with Marketing and other departments to ensure materials and communications are accurate and consistent with HSSV’s brand.
• Special Projects: Support and, as appropriate, lead special projects and initiatives that advance HSSV’s mission and strategic priorities.
• Other job duties may be assigned as needed.

Requirements

• Experience supporting a CEO, President, Executive Director, or senior leadership team, with experience supporting a Board of Directors or other governing body strongly preferred. Nonprofit experience is a plus.
• Deep passion to the mission of HSSV – to save lives, keep families together, and create a better future for pets and their people.
• Ability to anticipate needs, exercise good judgment, solve problems, synthesize information, and handle confidential and sensitive information with discretion.
• Strong organizational and time-management skills, with the ability to manage multiple priorities, meet deadlines, and work effectively in a fast-paced environment.
• Outstanding interpersonal, written, and verbal communication skills with the ability to build strong working relationships and trust with staff, Board members, donors, community partners, and other stakeholders.
• Experience working collaboratively across departments and with internal and external partners.
• High level of professionalism and emotional intelligence, with the ability to represent the President & Executive Director and HSSV appropriately with a wide range of audiences.
• Proficiency with Microsoft Office, Outlook, Excel, and PowerPoint. Experience with project management, expense and budgeting, and database software is a plus.
• Ability to travel locally, as needed.

Work Days and Hours

Primary schedule is onsite, Monday – Friday and required to participate in some events throughout the year that are on evenings and/or weekends.

Candidate Tip

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