We are seeking a dedicated and tech-savvy Executive Assistant to support a physician transitioning from clinical practice to rebuilding her non-profit organization (501(c)(3) focused on public health research, advocacy, and education. This role also encompasses support for the physician's self-advocacy work, which overlaps with public initiatives.

In addition to more routine administrative responsibilities, the position will involve managing complex analogue and digital environments, including inventorying an extensive professional library and physical archives, and integrating these with the digital platform. The candidate must be comfortable reading handwritten notes, including cursive, and managing large volumes of both physical and digital files. The candidate must be highly organized, have excellent writing and editing skills, and be able to work efficiently with exceptional attention to detail.

Interested applicants should provide cover letter, resume and two writing samples. Background checks will be required.

WORK ENVIRONMENT AND SCHEDULE

- On-site in a large home office in San Francisco.

- 30 hours per week. Minimum 4 days per week. M–F with occasional evening and weekend hours.

- Start as Independent Contractor with potential transition to FT employee with benefits.

- Salary commensurate with experience and skills.

KEY RESPONSIBILITIES

- Provide comprehensive administrative support, including email and other correspondence, calendar management, meeting planning and coordination and travel.

- Maintain and organize analogue and digital archives.

- Assist with technology troubleshooting (PCs, iPhones, printers) and serve as liaison with the MSP for IT support and system maintenance.

- Manage subscriptions, software updates, and hardware upkeep.

- Maintain office equipment and supplies.

- Draft, edit, and proofread (in collaboration with physician) correspondence, reports, academic and journalistic articles, website and social media postings, newsletters, educational materials, policy documents, and PowerPoint presentations.

- Update and maintain daily log, password book and contact lists.

- Research and assist in organizational development activities for funding, board and volunteer recruitment, website development, community outreach, professional networking, and educational/advocacy activities.

REQUIRED QUALIFICATIONS

- Bachelor’s degree required (field flexible, e.g., English, Political Science, Public Health, Business, or related).

- 3–5 years of experience as an Executive Assistant or in a similar role, preferably supporting senior leadership.

- Exceptional attention to detail and accuracy.

- Excellent English reading comprehension, writing, editing, and proof-reading skills — must be able to read and understand cursive.

- Clear handwriting and speech.

- Adaptable and flexible — able to accommodate and adjust to changes in work responsibilities and priorities.

- Able to work independently on tasks and projects without supervision in an effective and efficient manner, but comfortable working closely with physician.

- Anticipates assistance needed by identifying problems, needs, options, and solutions before being asked.

- Excellent interpersonal and verbal communication skills.

- Strong organizational and time-management abilities.

- Ability to navigate analogue and digital information systems with accuracy.

- Experience liaising with external vendors and MSPs.

- Proficiency in Microsoft Office Suite, Adobe Suite, Zoom, Google Suite, and emerging tools (e.g., AI platforms like ChatGPT).

- Valid California driver’s license and clean driving record.

PREFERRED QUALIFICATIONS

- Masters, Doctorate or equivalent

- Experience in healthcare, non-profit, advocacy, or academic environments.

- Familiarity with grant writing and fundraising.

- Experience in journalism, communications, or writing for diverse audiences.

- Paralegal experience a plus.

- Proficiency with Google Workspace and social media platforms.

- Proficiency across PC and Apple platforms.

SPECIAL CANDIDATE NOTE

This role requires a unique blend of tech-savviness and comfort with analogue workflows. The successful candidate must be equally adept at managing digital systems and reading/writing in physical formats (including handwritten notes in cursive). While system integration and AI platform build-out are handled by the Project Engineer and MSP, the EA will provide essential end-user operational support, ensuring the smooth daily functioning of office and research activities.

Physician/nonprofit

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