Overview
Administrative and Program Assistant Jobs in San Francisco, CA at NICOS Chinese Health Coalition
Job Title: Executive Assistant to the Executive Team
Position Type: Full-time/40 hours per week, exempt
The Newark Alliance seeks an Executive Assistant to the Executive Team. The Executive Assistant plays a critical role in supporting the Executive Team (ET) at a dynamic, community-based nonprofit dedicated to equitable economic development and urban revitalization. This role ensures smooth and efficient administrative operations, manages complex calendars, supports board and stakeholder engagement, and contributes to high-priority organizational events and initiatives.
We are seeking a highly professional, detail-oriented individual with excellent organizational and communication skills who thrives in a fast-paced, mission-driven environment. This position is ideal for someone with experience supporting senior executives, coordinating projects, and managing multiple priorities with discretion and clarity.
Key Responsibilities:
1. Executive Calendar & Communication Management
· Manage calendars for the Executive Team, scheduling and coordinating meetings, events, and appointments aligned with organizational goals.
· Serve as the primary point of contact for internal and external communications on behalf of the Executive Team.
2. Board & Stakeholder Engagement Support
· Assist with the preparation, scheduling, and execution of board meetings, including logistics, document distribution, and follow-up.
· Support engagement with members, donors, and partners by drafting communications, maintaining CRM records (e.g., HubSpot), and tracking key touchpoints and tasks.
3. Event Coordination
· Plan and execute organizational events including member meetings, Newark Anchor Collaborative sessions, stakeholder convenings, and fundraising events.
· Coordinate logistics such as space booking (e.g., via Skedda), catering, and AV needs.
4. Project and Operations Support
· Provide logistical and administrative support for special projects and cross-departmental initiatives led by the Executive Team.
· Organize project documents such as Statements of Work, vendor agreements, and contracts.
· Track key project milestones and deliverables, escalating risks or delays when needed.
· Use project management tools (e.g., Asana, Trello, or similar platforms) to maintain task lists, update progress, and generate reports.
5. Meeting Preparation and Documentation
· Prepare meeting agendas and take detailed notes for internal and external meetings.
· Identify and follow up on action items in collaboration with the Project Manager, Senior Advisor for Operational Strategy, and the Chief District Management Officer.
6. Report and Presentation Support
· Assist in the creation of reports, slide decks, and presentations for senior leadership.
· Coordinate input and materials from other departments as needed.
Qualifications:
· Bachelor’s degree in Business Administration, Communications, Project Management, or related field (preferred), or equivalent work experience.
· 3+ years of experience in administrative support roles, preferably supporting senior leaders or in a project-based environment.
· Strong command of Google Workspace and Microsoft Office Suite (Word, Excel, PowerPoint).
· Familiarity with project management tools and CRMs (e.g., Asana, HubSpot, Monday.com).
· Exceptional organizational and multitasking abilities.
· Strong interpersonal, written, and verbal communication skills.
· Ability to maintain confidentiality, exercise sound judgment, and work independently.
Salary and Benefits
· This is a full-time salaried position. Benefits include PTO, company holidays, health insurance, life insurance, and participation in a 401(k). Salary and benefits will be competitive with equivalent positions in New Jersey’s public and non-profit sectors.
Location
· The position will be hybrid, with the expectation of easily attending in person meetings and events with reasonable notice. We work 2 days in the office each week. The Alliance will make every effort to regularly and appropriately accommodate responsibilities related to childcare, eldercare, or other demanding personal/family commitments, so long as the demands of the position can be met.
· Newark Alliance is committed to diversity. We are an equal opportunity employer and value diversity at our company. We do not discriminate on the basis of race, creed, color, national origin, nationality, ancestry, age, sex/gender, pregnancy, marital status, civil status, domestic partnership status, familial status, religion, affectional or sexual orientation, gender identity or expression, atypical hereditary cellular or blood trait, genetic information, liability for service in the Armed Forces of the United States, and disability. We bring out the best in each other, honoring the core values of the organization: urgency, collaboration, and professionalism.
Applicants should send a resume and cover letter to: [email protected]
ABOUT THE NEWARK ALLIANCE
The Newark Alliance, through the combined strength and collaboration of its Members, drives inclusive economic growth for all of Newark, New Jersey. Our Members comprise Newark’s premier businesses, anchor institutions, and community partners, including Fortune 100 & 500 companies and several of the country’s top universities, hospitals, and arts institutions. United by a shared vision, the Alliance and its Members work collaboratively to cement Newark’s status as one of America’s most diverse, prosperous, exciting, and equitable cities.
Under our Hire Buy Live Newark framework, the Alliance activates its Members’ human and financial capital to develop and implement innovative strategies to train and match Newarkers for high-quality jobs, develop localized procurement strategies and supply chains, and encourage existing residents and local talent to live, learn, work, and play in Newark. The Alliance also marshals its Members and Newark’s broader resources to help deliver transformative projects over 30-month sprints, including developing Halsey Street into a nationally-known destination and engine of Black and Brown wealth creation, providing access to universal, affordable, high-speed broadband, and helping to address homelessness in identified hubs and corridors.
For more information, visit www.Newark-Alliance.org.
Job Type: Full-time
Benefits:
401(k)
401(k) matching
Dental insurance
Flexible spending account
Health insurance
Life insurance
Paid time off
Parental leave
Vision insurance
Schedule:
Monday to Friday
Work Location: Hybrid remote in Newark, NJ 07102
Title: Administrative and Program Assistant
Company: NICOS Chinese Health Coalition
Location: San Francisco, CA
