Senior Executive Assistant to the Executive Director in San Francisco, California at Rafiki Coalition

Company Description:

Rafiki Coalition for Health and Wellness is a San Francisco-based nonprofit dedicated to eliminating health inequities and improving the lives of Black, African American, and marginalized communities in the Bay Area. For over 35 years, we have provided a safe, welcoming space where health, healing, and hope come together. We offer a holistic range of services, including free and low-cost health screenings, HIV prevention and care, mental health counseling, housing and economic support, fitness classes, and nutrition programs. Guided by a belief that wellness is more than the absence of illness, we embrace a whole-person approach that honors the cultural, social, and emotional needs of our community.

At Rafiki, we are more than a service provider. We are a trusted partner, advocate, and resource. Our work is rooted in compassion, cultural humility, and a commitment to social justice. Every day, our team stands with our community to dismantle barriers, amplify voices, and create pathways to health and opportunity.

If you're looking to join a mission-driven organization where your work directly empowers individuals and strengthens communities, Rafiki Coalition is the place to make a meaningful impact

Job Description:

The Senior Executive Assistant serves as a strategic partner to the Executive Director (ED) and executive leadership team, providing high-level administrative, operational, and project management support. This position goes beyond traditional executive support by coordinating complex organizational initiatives, managing executive communications, preparing briefing materials for meetings with public officials, funders, and community stakeholders, and serving as a key liaison between executive leadership and internal and external partners.

The Senior Executive Assistant must exercise exceptional judgment, maintain strict confidentiality, anticipate organizational needs, and manage multiple priorities in a fast-paced, mission-driven environment. The position plays a critical role in ensuring executive effectiveness, advancing strategic initiatives, and supporting Rafiki's relationships with government agencies, elected officials, community partners, healthcare organizations, funders, and other external stakeholders.

Executive Support and Strategic Administration

• Provide comprehensive executive support to the Executive Director and designated executive leaders.
• Manage complex calendars, scheduling priorities, travel arrangements, and executive logistics.
• Anticipate executive needs and proactively resolve scheduling, communication, and operational challenges.
• Prepare correspondence, reports, presentations, agendas, and executive materials.
• Manage sensitive and confidential information with discretion and professionalism.
• Coordinate executive meeting preparation, including background research, briefing documents, and follow-up actions.
• Track executive priorities and ensure timely completion of commitments and deliverables.

Complex Project Coordination

• Coordinate cross-functional projects involving multiple departments, partners, and stakeholders.
• Develop project plans, timelines, status reports, and tracking systems for executive initiatives.
• Monitor progress on strategic projects and follow up with responsible parties to ensure deadlines are met.
• Organize and facilitate project meetings, documenting decisions, action items, and next steps.
• Assist in managing organizational priorities and ensuring alignment across departments.
• Support implementation of special initiatives, organizational events, and strategic planning activities.

Executive Communications

• Draft, edit, and coordinate executive-level communications, including correspondence, presentations, reports, speeches, talking points, and announcements.
• Prepare executive briefings, summaries, and background materials for internal and external meetings.
• Serve as a communications liaison on behalf of executive leadership when appropriate.
• Review documents for accuracy, consistency, professionalism, and alignment with organizational priorities.
• Assist with preparation of Board of Directors materials, executive reports, and governance documentation.

Government and External Relations Support

• Coordinate meetings, communications, and follow-up activities with elected officials, government agencies, healthcare leaders, community organizations, and other external stakeholders.
• Assist in maintaining professional relationships with public officials and strategic partners.
• Track stakeholder engagement activities and maintain records of key communications and commitments.
• Support planning and logistics for meetings involving public officials, government representatives, funders, and community leaders.
• Prepare briefing packets, background information, stakeholder profiles, issue summaries, and meeting agendas for executive leadership.
• Monitor deadlines and follow-up requirements associated with external partnerships and stakeholder engagements.

Briefing Materials and Research

• Conduct research and gather information necessary to support executive decision-making.
• Prepare concise briefing documents for meetings with donors, government officials, healthcare partners, community leaders, and other stakeholders.
• Develop executive summaries, issue analyses, stakeholder profiles, and meeting preparation materials.
• Compile information from multiple sources and present it in a clear, actionable format.
• Maintain briefing templates and systems to support executive readiness for key meetings and events.

Meeting and Event Coordination

• Coordinate executive meetings, retreats, leadership sessions, and stakeholder engagements.
• Prepare agendas, meeting materials, presentations, and follow-up documentation.
• Ensure decisions, action items, and commitments are tracked and completed.
• Support planning and execution of high-profile organizational events, conferences, community meetings, and leadership convenings.
• Manage logistics for executive participation in external meetings, conferences, and public engagements.

Administrative Operations

• Maintain organized records, files, and systems supporting executive operations.
• Develop and improve administrative processes that increase organizational efficiency.
• Manage executive office workflows and administrative priorities.
• Support budget tracking, purchasing, contract administration, and vendor coordination as assigned.
• Perform other duties and special projects as assigned.

Requirements:

Required Qualifications

• Bachelor's degree in Business Administration, Public Administration, Communications, Nonprofit Management, or a related field; equivalent experience may be considered.
• Five (5) years of progressively responsible executive support, project management, or senior administrative experience.
• Experience supporting senior executives, CEOs, executive directors, or comparable leadership positions.
• Demonstrated experience coordinating complex projects involving multiple stakeholders.
• Exceptional written, verbal, and interpersonal communication skills.
• Strong organizational and project management abilities.
• Advanced proficiency in Microsoft Office Suite, including Word, Excel, PowerPoint, Outlook, and Teams.
• Ability to manage multiple priorities while maintaining accuracy and attention to detail.
• Demonstrated ability to exercise discretion and maintain confidentiality.
• Commitment to Rafiki's mission, values, and community-centered approach.

Preferred Qualifications

• Experience working in a nonprofit, healthcare, public health, government, or community-based organization.
• Experience supporting interactions with elected officials, government agencies, or public sector partners.
• Experience preparing executive presentations, briefing materials, and board-level documents.
• Familiarity with stakeholder engagement, public affairs, government relations, or community relations.
• Project management training or certification.

Knowledge, Skills, and Abilities

• Ability to think strategically while managing detailed administrative responsibilities.
• Strong political awareness and professional judgment.
• Exceptional relationship-building and stakeholder management skills.
• Ability to independently prioritize work and anticipate executive needs.
• Strong analytical and problem-solving capabilities.
• Ability to synthesize complex information into concise executive summaries.
• Ability to represent Rafiki professionally with internal and external stakeholders.

Additional Information:

FLSA Status: Exempt
Work Environment: This position operates in a professional office environment with regular interaction with executive leadership, staff, community partners, public officials, funders, and external stakeholders. Hybrid work arrangements may be available based on organizational needs.

Supervisory Responsibilities: May provide coordination and direction for administrative projects, interns, fellows, or temporary staff as assigned.

Physical Requirements

• Ability to work at a computer for extended periods.
• Ability to travel locally for meetings, events, and stakeholder engagements as needed.
• Ability to occasionally lift and carry materials weighing up to 20 pounds.

Application Instructions:

Please submit a resume and cover letter describing your qualifications for the position and how your experience has prepared you for this role.

In your cover letter, we also invite you to share what aspects of Rafiki Coalition's mission and vision resonate with you and how this opportunity aligns with your professional goals and career aspirations.