Executive Assistant I

Position: Executive Assistant I
Reports To: Chief Development & Marketing Officer (Primary) with dotted-line support to Chief Human Resources Officer
Location: Office Location in San Jose /Some Hybrid Work
Type: Full Time, Exempt Compensation: $90K/Annual

ABOUT HOMEFIRST

Established in 1980, HomeFirst™ is a nonprofit organization passionately working to end homelessness. We serve the Bay Area community through low-barrier programming and systems leadership – meeting each person where they are by offering support and resources that address immediate and long-term housing needs. With nearly 45 years of experience, we view housing as a fundamental human right and understand that solving homelessness requires a collaborative effort.

OUR VALUES

• Kindness: We act with empathy toward others.
• Passion: We ignite change to fulfill our mission.
• Excellence: We deliver exceptional service to our communities.

POSITION OVERVIEW

The Executive Assistant provides high-level strategic and administrative support primarily to the Chief Development & Marketing Officer (CDMO), while also supporting the Chief Human Resources Officer (CHRO) on select priorities. This role serves as a trusted partner responsible for maximizing executive effectiveness through sophisticated calendar management, inbox and communication coordination, project support, meeting logistics, and relationship management.

This position is ideal for a highly organized, proactive, and detail-oriented professional who thrives in a fast-paced environment, exercises strong judgment, and manages sensitive information with exceptional discretion. The Executive Assistant will play a vital role in supporting fundraising, marketing, communications, People Services, and executive coordination.

PRIMARY RESPONSIBILITIES

Executive Support – Chief Development & Marketing Officer (Approximately 80%)

• Manage a highly active and complex executive calendar, including donor meetings, campaign planning, board committee meetings, community events, and internal leadership meetings
• Coordinate scheduling with internal stakeholders, external partners, board members, donors, and community leaders
• Monitor, prioritize, and assist with email management, including drafting and editing correspondence, flagging urgent matters, and ensuring timely follow-up
• Prepare presentations, reports, donor materials, agendas, briefing documents, and executive communications
• Support development and marketing initiatives through project coordination, deadline tracking, and logistics management
• Assist with planning and execution of agency events, fundraising events, donor stewardship activities, and executive appearances
• Coordinate travel arrangements, expense reports, reimbursements, and related logistics
• Support board committee administration and materials preparation as assigned
• Serve as a representative of the CDMO and HomeFirst with professionalism, hospitality, and discretion

Executive Support – Chief Human Resources Officer (Approximately 20%)

• Coordinate CHRO calendar and scheduling for leadership meetings, interviews, employee relations meetings, and strategic initiatives
• Assist with preparation of HR presentations, People Services materials, and internal communications
• Support scheduling and logistics for recruiting, talent development, and agency culture initiatives
• Assist with confidential administrative tasks and strategic project coordination for People Services

CROSS-FUNCTIONAL SUPPORT

• Organize and facilitate meetings, including scheduling, reminders, conference room logistics, virtual meeting support, and catering when appropriate
• Draft memos, internal communications, and executive correspondence
• Track projects, deadlines, deliverables, and action items across executive priorities
• Support planning and logistics for internal staff events, executive meetings, and cross-department initiatives
• Build collaborative relationships across departments to improve workflow and operational efficiency
• Maintain high confidentiality across donor, personnel, organizational, and strategic matters

LEADERSHIP & CULTURE EXPECTATIONS

This role is further responsible for modeling the values and principles of HomeFirst within the agency and broader community.

• The Executive Assistant is relentless in supporting HomeFirst’s mission through operational excellence, strategic support, and thoughtful execution
• They navigate competing priorities with professionalism, adaptability, and strong business acumen
• They balance urgency with kindness, passion, and excellence
• They work effectively with people from a variety of social, economic, and cultural backgrounds
• They serve as a trusted ambassador for executive leadership and HomeFirst’s mission

BENEFITS

HomeFirst provides comprehensive benefits, including 100% employer-paid medical, dental, and vision coverage and additional wellness options like chiropractic care, mental health support, pet insurance, and an Employee Assistance Program. We offer a 401(k)-retirement plan with generous matching, life and disability insurance, flexible spending accounts, commuter benefits, and workers’ compensation. Employees enjoy 12 holidays, sick leave, and PTO starting at 15 days annually, increasing with tenure, plus 8 hours of civic engagement leave annually to volunteer.

ORGANIZATIONAL EQUITY STATEMENT

At HomeFirst, diversity, equity, and inclusion guide our services, workplace, and decisions. Recognizing housing as a social justice issue, we prioritize equitable practices, honor lived experiences and uphold dignity for all. By fostering belonging, accountability, and continuous improvement, we embed DEI values in our processes, recruitment, and leadership, striving for excellence at every level.

HomeFirst is proud to be an Equal Opportunity and Affirmative Action employer and considers qualified applicants for employment without regard to race, color, creed, religion, national origin, sex, sexual orientation, gender identity, age, disability, veteran status, or any other status protected by law. We also consider qualified applicants with criminal histories consistent with applicable federal, state, and local law. Additionally, HomeFirst participates in the E-Verify program, as required by law.

HomeFirst is committed to providing reasonable accommodations for qualified individuals with disabilities and disabled veterans in our job application process. If you need assistance or accommodation due to a disability, please let your recruiter know.

YOU HAVE (QUALIFICATIONS)

Education and Experience

• 4–6+ years of experience as an executive assistant or senior administrative professional supporting senior leaders
• Experience supporting fundraising, development, marketing, HR, or nonprofit leadership strongly preferred

Skills, Abilities, and Knowledge

• Exceptional organizational and project management skills
• Advanced calendar and email management capabilities
• Strong written and verbal communication skills with excellent grammar
• Advanced competency with Microsoft Office, Adobe, Zoom, and Asana
• Strong judgment and ability to manage confidential information
• Ability to work autonomously, anticipate needs, and proactively solve problems
• Strong interpersonal skills and ability to build relationships internally and externally
• Ability to meet deadlines in a fast-paced, quickly changing environment

Other

• Ability to lift up to 20 lbs occasionally
• Flexibility to occasionally support events outside traditional office hours