Executive Assistant and Office Manager

Job Type

Full Time




312 Sutter Street Suite 510
San Francisco
United States


Position Summary

The Executive Assistant and Office Manager will provide scheduling and meeting support for

Greenbelt Alliance’s Chief Executive Officer. The Executive Assistant and Office Manager will

also assist the CEO with administrative tasks, such as the processing of invoices, check

requests, reimbursements, and travel arrangements. Additionally, the Executive Assistant and

Office Manager will provide support for meetings of the Board of Directors and Board


The Executive Assistant and Office Manager will also be responsible for front office activities

including reception and mail. Additionally, this position will manage several of Greenbelt

Alliance’s supporting functions, particularly supplies and equipment maintenance (including

computers), and coordinate with the appropriate vendors to ensure all office equipment is fully


Key Responsibilities

To enable the CEO to lead the organization efficiently and effectively, the Executive Assistant

and Office Manager’s responsibilities include (approximately 50% FTE):

 Arranging meetings and appointments.

 Maintaining the CEO’s electronic calendar.

 Ensuring the CEO has materials necessary to be prepared for each appointment.

 Providing all logistical support for Board meetings including finalizing meeting times and

dates, sending out emails/invitations, reserving facilities, room/equipment set-up and


 Making travel arrangements for the CEO.

 Preparing the CEO’s invoices, check requests, reimbursement requests, and


 Taking meeting minutes/notes for Board committee meetings.

 Assisting with arrangements for the annual Board retreat.

To ensure the front office and all offices in general are fully functional, the Executive Assistant

and Office Manager will also (approximately 50% FTE):

 Process incoming mail daily.

 Greet visitors and direct them as needed.

 Maintain a contact list of board and staff members.

 Ensure an adequate amount of office supplies are always on hand for all offices.

 Oversee staff hiring processes, including disseminating open positions, tracking

applicants, and other support to hiring managers as needed.

 Coordinate volunteer intern program by assisting with hiring process and orientations.

 Maintain an up-to- date equipment inventory.

 Coordinate with IT and other vendors as needed to troubleshoot and maintain existing

equipment, including computers.

 Provide support to Finance, including annual insurance renewals, filing and other duties

and tasks as needed.

 Other administrative duties and tasks as needed.


The Executive Assistant and Office Manager will contribute to a supportive, collaborative, and

productive work environment at Greenbelt Alliance. The Executive Assistant must be a highly

organized individual with the following skills:

 Excellent attention to detail and follow-through.

 Excellent interpersonal skills and the ability to interact with people from varied

backgrounds in a professional manner on the phone, via email, and in person.

 Ability to create positive, long-term working relationships by demonstrating a

commitment to customer service, tact, dependability, diplomacy, and flexibility.

 Ability to plan and prioritize workflow and meet deadlines.

 Ability to work independently, take initiative, be solution-oriented.

 Ability to work collaboratively.

 Strong computer skills, specifically in Microsoft applications (Word, Excel), Gmail and

Google calendar.

 Experience troubleshooting office equipment, including computers, preferred but not


 Prior administrative support experience and experience working in a nonprofit office

environment preferred.

Compensation and Location

Salary DOE. This is a full-time position based in Greenbelt Alliance’s San Francisco office.

Compensation includes full employer-paid health and dental insurance for employees,

generous vacation and sick time, and an exciting, team-oriented work environment. Flexible

spending account, Commuter Checks, and 403(b) retirement account also available.

To Apply

Send a resume and cover letter to jprobert@greenbelt.org. Please include your name and

“Executive Assistant and Office Manager” in the Subject line of the email.

About Greenbelt Alliance

Greenbelt Alliance is the champion of the places that make the Bay Area special. We ensure

the right development happens in the right places. We work to protect the region’s open

spaces and make sure cities grow in a way that creates great neighborhoods for everyone.

With a committed staff of 19, Greenbelt Alliance has a strong team spirit and sense of fun. We

are headquartered in San Francisco, with offices in Fairfield, San Jose, Santa Rosa, and

Walnut Creek.

Greenbelt Alliance values a diverse workplace and is an equal opportunity employer with a

commitment to engaging the skills and leadership of people of color, LGBT persons, and other

people from diverse backgrounds. People from these and other traditionally marginalized

backgrounds and communities are strongly encouraged to apply.

Professional Level

None specified

Minimum Education Required

No requirement

How To Apply


To Apply

Send a resume and cover letter to jprobert@greenbelt.org. Please include your name and

“Executive Assistant and Office Manager” in the Subject line of the email.