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About the Role

IOA is on the forefront of revolutionary healthcare models, reshaping the way people can age in place. Our innovative models transform lives, enhance communities, and save healthcare systems millions of dollars. Rather than focusing on archaic outdated design, we strive to consistently question the “status-quo” and create new and more innovative ways to help aging adults and adults with disabilities maintain their quality of life. With over 23 programs, we offer multiple ways to aid seniors maintain their health, well-being, independence and participation in the community, fulfilling our mission. The Sr. Executive Assistant provides project management and high-level administrative support for the Chief Financial Officer (CFO).

Responsibilities

Serve as key liaison for CFO’s direct reports, internal staff, and external clients.
Respond to incoming calls and inquiries.
Manage and maintain CFO’s calendar, including complex scheduling and meeting arrangements with internal staff and external contacts.
Assist in scheduling C-Suite meetings and events, including travel arrangements.
Prepare and edit correspondence, communications, and other documents.
Develop and maintain an organized filing system.
Review CFO’s budget monthly and manage administrative spend.
Create and manage purchase orders.
Facilitate CFO’s approvals of contracts, policies, HR actions, forms, and documents.
Receive and interact with IOA and CFO visitors.
Manage special projects and ad hoc duties as assigned by the CFO.
Ensure each project plan is created and successfully executed.
Conduct research, and assemble and analyze data for required documents and reports.
Coordinate staff participation and prepare presentations for IOA meetings, including Management Forum and Fireside Chats.
Facilitate large Zoom meetings with multiple speakers (approximately 10-100 people).
Prepare slide presentations and illustrative reports for internal and external CFO meetings, with ad hoc support for C-Suite.
Coordinate scheduling of FY budget meetings with leadership, focusing on meeting deadlines.
Coordinate and lead company culture through team event planning and logistics for CFO division and company events.
Report progress and final project results to the CFO and other leaders involved.

Requirements

Minimum 6+ years project management and senior executive administrative support experience, supporting C-level executives.
Outstanding proficiency with MS Office Suite (Word, Excel, PowerPoint, Outlook).
Extensive experience with Zoom, GoToMeeting, Skype, and other communication applications.
Extensive experience with cloud-based project management applications, requiring collaborative coordination.
Excellent calendar management skills and experience scheduling and managing travel arrangements.
Highly organized with excellent attention to detail.
Demonstrated initiative and innovation.
Superior ability to maintain confidentiality with CFO and executive team.
Outstanding interpersonal, oral, and written communication skills including proofreading and editing abilities.
Ability to handle confidential and sensitive materials discreetly at all times.
Ability to work competently with little or no supervision.
Ability to work collaboratively with teams.
Highly flexible, with ability to shift priorities.
Ability to respond confidently to urgent situations.

Skills

Project management
Senior executive administrative support
MS Office Suite
Word
Excel
PowerPoint
Outlook
Zoom
GoToMeeting
Skype
Communication applications
Cloud-based project management applications
Collaborative coordination
Calendar management
Travel arrangements
Organization
Attention to detail
Initiative
Innovation
Confidentiality
Interpersonal communication
Oral communication
Written communication
Proofreading
Editing
Discretion
Independent work
Team collaboration
Flexibility
Prioritization
Urgent situation response
Accounting
Finance
Purchasing
Human Resources
Information Technology

Experience Level

Minimum 6+ years project management and senior executive administrative support experience, supporting C-level executives.
Current or prior senior-level project management and administrative support experience.

Education Level

BA/BS Degree or higher

Salary/Compensations

$110,000 - $132,000/Annual

Benefits

Competitive salaries
Investment opportunities
Retirement opportunities
Outstanding health coverage
Robust wellness programs
Additional perks

About the Company

IOA is at the forefront of revolutionary healthcare models, reshaping how people age in place.
Our innovative models transform lives, enhance communities, and save healthcare systems millions of dollars.
We consistently question the status quo to create new ways to help aging adults and adults with disabilities maintain their quality of life.
With over 23 programs, we aid seniors in maintaining health, well-being, independence, and community participation.
Institute on Aging will never request payment or sensitive personal information during the hiring process.
All official communication comes from a verified IOA email address.
Legitimate job openings are found on the Institute on Aging Careers Page.

Equal Opportunity

Institute on Aging is an Equal Opportunity Employer.
Institute on Aging is committed to cultivating a diverse and inclusive work environment and providing equal opportunities to all employees and job applicants without regard to age, race, religion, color, national origin, sex, sexual orientation, gender identity, genetic disposition, neuro-diversity, disability, veteran status or any other protected category under federal, state and local law.
Pursuant to the San Francisco Fair Chance Ordinance, we will consider for employment qualified applicants with arrest and conviction records.