Administrative Assistant, Marketing And Communications

The Semi-monthly (per pay period) compensation for this position in FY23 is:

$2,754.16 per pay period

Organization Overview

Founded in 1948, the San Francisco Foundation is one of the nation’s largest community foundations — a grantmaking public charity dedicated to improving life within a specific local region. Our mission is to mobilize resources and act as a catalyst for change to build strong communities, foster civic leadership, and promote philanthropy in the San Francisco Bay Area.

Position Summary

The Administrative Assistant, Marketing and Communications is responsible for supporting the SFF Marketing and Communications team in meeting ambitious goals. This role includes day-to-day executive support for the Chief Marketing Officer, overall administrative support for the team, and communications-specific tasks and projects in alignment with team and foundation priorities. This role also collaborates closely with all members of the Marketing and Communications team and the Department of the CEO.

Key Responsibilities

Administrative Support (60%)

• Administrative support for the Marketing and Communications team, including scheduling, responding to internal and public inquiries, meeting preparation, and notetaking
• Tracking budget for the Marketing and Communications team and ensuring expenses are recorded correctly
• Full calendar management and administrative support for CMO
• Assist with department-related communications materials for the foundation’s board of trustees, at the direction of the CMO
• Invoice processing, vendor relationships, and contracts

Communications Support (25%)

• Assist in implementation of multi-platform campaigns and other marketing and strategic communications activities – including writing campaign content – in collaboration with other members of the Marketing and Communications team
• Support social media strategy, including creating posts, monitoring, and evaluation
• Support ongoing management of digital assets, including acquisition, cataloging, maintenance, and updating
• Assist with media relations, including conducting media monitoring, building media lists, and assisting with media inquiries
• Provide support for the department’s core strategies, which include narrative shift, increasing internal communications capacity, and the organization’s upcoming 75th anniversary

Events Support (15%)

• Coordinate and/or support end-to-end event logistics for internal cross functional and external public facing meetings and events
• Support physical set-up of in-person events, including working with caterers and vendors, reserving facilities, setting up conference rooms, and other on-site logistical activities
• Support technology set-up of virtual events, including managing participants, setting up breakout rooms, running polls, and troubleshooting technical problems

The successful candidate will be expected to:

• Effectively support department priorities
• Ensure that all SFF communications consistently adhere to high standards of excellence
• Take on increasing ownership of selected projects within Marketing and Communications that align with the team’s needs and the selected candidate’s interests
• Demonstrate a strong command of institutional systems and technical platforms
• Demonstrate diplomacy and exercise sound judgement

Qualifications

To be considered, applicant should have 2 – 5 years of experience in a related role (previous experience can be paid or unpaid)

Core Competencies

• Demonstrated ability to effectively juggle competing priorities and meet multiple deadlines
• Self-starter with a commitment to outstanding customer service.
• Demonstrated commitment to equity and inclusion
• Prior experience in a closely related administrative support role
• Ability to work under pressure, adapt easily to changing situations and priorities and meeting multiple deadlines and goals.
• Experience managing multiple calendars and scheduling using electronic platforms

Required Competencies

• Highly organized, with demonstrated success in managing multiple projects
• Strong written, oral, interpersonal, and presentation skills
• Exemplary attention to detail, solution-focused orientation, and strong work ethic
• Ability to quickly learn new processes, systems, and applications as they are introduced into the work environment and, as appropriate, assist in training other team members
• Demonstrated ability in Microsoft ecosystem, especially Outlook email and calendar

Preferred Competencies

• Interest in developing skills in marketing and communications, especially in the areas of event management, marketing automation, writing, and storytelling
• WordPress and or other content management systems
• Interest in philanthropy, racial equity, and the Bay Area
• CRM platforms (e.g., Salesforce)
• Experience in marking and communications work in paid or unpaid roles
• Project management systems
• Demonstrated technology literacy in (or a strong desire to learn):
• Email marketing platforms (e.g., Mailchimp)

We are dedicated to building a diverse, inclusive and authentic workplace, so if you’re excited about this role but your past experience doesn’t align exactly with every qualification in the job description, we encourage you to apply anyway. You may be just the right candidate for this or other roles.

Compensation: When determining compensation at the Foundation, we consider total compensation including base wage, variable pay, discretionary and legally required medical and fringe benefits, education and development expenses, taxes, and insurance. Each position offers a set pay based on external market and internal equity factors. In compliance with the California pay transparency law, salaries are listed for each position on the posting sites where positions are posted. More information about our compensation philosophy and benefits may be found on the career page of the San Francisco Foundation

Remote Work Policy: The Foundation has adopted a long-term hybrid in-person and remote work policy. Dedicated to its employee health and safety, The Foundation will continue to make decisions in accordance with San Francisco County and California mandates. Employees must reside or plan to relocate to California if hired.

Requesting Accommodations: The Foundation is committed to the full inclusion of all qualified individuals. As part of this commitment, The Foundation will ensure that persons with disabilities are provided reasonable accommodations. If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact [email protected].

The San Francisco Foundation is an equal opportunity employer and encourages people of diverse backgrounds to apply.

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