Executive Assistant

Executive Assistant

Organization Description
The West Side Federation for Senior and Supportive Housing, Inc. (WSFSSH) is a community‐based organization whose mission is to provide safe, affordable housing with supportive services within a residential setting which enhances the independence and dignity of each person.  WSFSSH develops, manages, and provides housing and social services for low‐ income older persons, many of whom live with mental illness and/or have experienced homelessness.

Summary Description
The Executive Assistant will report directly to the Executive Director (CEO) and support both the CEO and the Deputy Director (COO).  The Executive Assistant will provide high level support for the daily operations and signature efforts of the CEO and COO.  The Executive Assistant must operate with a high level of autonomy to complete complicated, multi-step tasks.  Additionally, the Executive Assistant must possess a level of discretion and discernment to allow her/him to provide follow up on behalf of the CEO/COO to senior level WSFSSH supporters both in the public and private sectors.

The Executive Assistant will oversee an Office Coordinator who is responsible for reception, clerical and administrative support for the central WSFSSH offices.  The Office Coordinator is also tasked with maintaining a high-quality physical workplace for the staff.  It is envisioned that the Executive Assistant and Office Coordinator will work as a team to accomplish many tasks.  The Executive Assistant is responsible for the following:

Key Responsibilities


  • Manage the Office Coordinator
  • Oversee special WSFSSH initiatives related to holidays and special events including but not limited to the Annual Staff Barbecue and end of year holiday parties
  • Coordinate allocation of desk space with COO
  • Manage requests for temporary desk space

Executive Support

  • Manage and maintain appointment calendars/meetings/cancellations and general scheduling for CEO
  • Make WSFSSH-related travel arrangements.
  • Process expenses for CEO
  • Occasional minute taking at meetings
  • Obtain signatures on documents from executive staff members when necessary
  • Coordinate Holiday Card and Birthday Card Projects (with HR)
  • Coordinate sending of cards, flowers, etc. on behalf of senior staff
  • Manage distribution of funds to investment partners including but not limited to wire confirmations, distributions of audits and tax forms, and general communication
  • Manage electronic files on behalf of executive staff
  • Monitor COO’s voice mail

Communications Support

  • Track RSVPs for staff-and Board members for conferences and other events.
  • Oversee in-house printing production & collation for WSFSSH internal and external communications
  • Coordinate materials and delivery logistics for WSFSSH internal and external communications (e.g. mailing labels, paper, envelopes, postage, van driver, etc.)

Fundraising/Community Relations Support

  • Draft and send “Thank You” notes and completed 501C forms in response to donations
  • Update/maintain the database of individual donors (in collaboration with accounting) and WSFSSH community supporters (in collaboration with communications)
  • Create mail merge lists of relevant individuals noted above
  • Organize thank you &/or outreach phone calls to donors
  • Track/analyze individual giving over time to identify/outreach to donors who might give more (and more regularly) if asked
  • Track/analyze correlation between individual giving and frequency/content of WSFSSH external communications

Compliance and reporting

  • Prepare forms for signatures and submission
  • Oversee tracking of lobbying activities.
  • Manage the sponsor review/disclosure process for new development projects

Board Support

  • Schedule board meetings
  • Prepare, organize and file the materials for the board meetings
  • Coordinate getting documents that require board signatures



  • BA Degree and 5 years of senior administrative support or an equivalent combination of education and experience
  • Outstanding written and verbal communication skills
  • Demonstrated ability to manage other staff or a team to accomplish administrative projects
  • Excellent time management skills
  • Ability to manage multi-step projects that will be completed over a period of days or weeks
  • Ability to work independently
  • Strong computer skills including Excel, Word and PowerPoint
  • Attention to detail
  • Strong interpersonal skills to interact positively with all employees and with high-level individuals in the public and private sectors
  • Enthusiastic, responsible and able to handle confidential information with professionalism and diplomacy
  • Sensitivity to a diverse and multicultural work environment
  • Bilingual English/Spanish preferred but not required
  • Ability to work on site

To apply for this position please click on the link below:



WSFSSH is an Equal Employment Opportunity Employer (EEO); employment is based upon employees’ qualifications without discrimination on the basis of race, creed, color, national origin, religion, sex, age, disability, marital status, sexual orientation, military status, citizenship status, genetic predisposition or carrier status, or any other protected characteristic as established by law.