The Executive Assistant (EA) provides high-level administrative and operational support to the Chief Executive Officer (CEO). This role ensures the CEO’s office functions smoothly by managing scheduling, communications, board relations, and project coordination. The EA is a trusted partner who exercises discretion, sound judgment, and professionalism in all interactions. The EA plays a critical role in supporting the Executive Officers, assisting with development and fundraising efforts, and ensuring the smooth operation of Wu Yee’s administrative offices.

Primary Responsibilities Include:

Executive Support

• Manage and maintain the CEO’s calendar, including complex scheduling, meeting preparation, and travel logistics.
• Draft, edit, and proofread correspondence, presentations, reports, and other documents for review by CEO.
• Prioritize and triage incoming requests, ensuring timely responses.
• Prepare briefing materials for the CEO ahead of meetings and public appearances.
• Update and maintain CEO contact database.
• Provide the CEO and leadership team with administrative support as required.
• Assist CEO in creating Leadership and Board meeting scheduling, agendas, materials and facilitation.

Board & Governance Support

• Coordinate all logistics for board and committee meetings including agendas, materials, minutes, follow-ups.
• Serve as liaison between CEO and board members, ensuring clear communication and responsiveness.
• Track board governance requirements and compliance deadlines.
• Provide administrative support to the Board of Directors as required.

Office Administration

• Organize and distribute mail to office staff in assigned locations (Broadway & Stockton)
• Act as liaison between building landlords, occupying staff and Wu Yee facilities team.
• Responsible for ordering and stocking office/kitchen supplies
• Responsible for distribution and collection of office access keys
• Collaborates with facility/IT teams on office equipment operation and maintenance
• Maintains upkeep of communal spaces such as meeting rooms and kitchen

Development Administration

• Assist in the coordination and production of events
• Organize and maintain all agency swag and collateral
• Support with development operations and administration as required

Organizational (all staff)

• Develop and maintain agency-wide calendar.
• Participate in staff meetings, trainings and retreats as required.
• Comply with current agency performance standards.
• Represent the organization to visitors and the community as needed.
• Follow all regulatory, statutory and contractual requirements applicable to the operation of the specific position or program.
• Maintain a positive and professional attitude, working cooperatively with other staff, parents and members of the community.
• Treat co-workers with dignity and respect.
• Participate in disaster drills when conducted.
   

Knowledge/Skills/Abilities Required: 

• Exceptional organizational skills with the ability to manage multiple priorities under tight deadlines.
• Excellent verbal and written communication skills.
• Proficiency in Microsoft Office programs (PowerPoint, MS Word), Google Workspace, and database management.
• Team player with the ability to work independently and manage time effectively.
• Detail-oriented and capable of maintaining confidentiality.
• Experience with donor management software (Salesforce, DonorPerfect or similar) is a plus.
• Availability for evening and weekend work, with a willingness to travel within San Francisco.

Education and Experience:

• Bachelor’s degree preferred.
• Minimum 5 years of executive-level administrative support, preferably in a nonprofit or mission-driven organization.  
• Familiarity with development/fundraising operations (e.g., donor databases, event coordination, or grant tracking) is highly desirable.
• High degree of professionalism, judgment, and confidentiality.
   

Physical and Cognitive Requirements:

The physical requirements of the role below are required to perform the essential duties. Reasonable accommodation will be made for any employee or applicant who is unable to perform such duties, unless such accommodation would cause an undue hardship .

• Open office environment
• Must maintain active permits and/or certifications that meet the requirements for this position
• Sit for extensive periods (85%) and stand intermittently (15%)
• Ability to work on a computer for long period of time
• Frequently perform complex mathematical computations.
• Ability to lift 25lbs or more (events, supplies)
• Frequently read information on computer screens and paper.

Compensation and Benefits:

• A competitive salary of $80,000 to $100,000
• Fully paid employee health, dental and vision.
• 403b with matching contribution after 1 year of service (6%)
• 15 days of paid vacation 
• Generous sick leave
• 14 holidays
• Lots of opportunity for advancement across the organization
• Extensive paid training and professional development. 

For additional career opportunities please visit: www.wuyee.org

NOTE: This description is not intended to be construed as an exhaustive list of duties, responsibilities or requirements for the position. This position may change or assume additional duties at any time. The employee may be requested to perform different and additional duties as assigned.

Wu Yee Children’s Services conforms to all the laws, statutes, and regulations concerning Equal Employment Opportunities and Affirmative Action. We promote diversity and urge women, minorities, individuals with disabilities and veterans to apply to all of our job openings. Pursuant to the San Francisco Fair Chance Ordinance, we will consider for employment qualified applicants with arrest and conviction records to apply for any open position in which they feel qualified. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, national origin, disability status, genetic information and testing, family and medical leave, sexual orientation and gender identity or expression, protected veteran status, or any other characteristic protected by law.