Who We Are

Arcadia Development Co. is a family-owned company that has been doing business in San Jose for over 60 years. We specialize in real estate development and property management. In addition to our efforts in real estate, we are passionate about making the world a better place by supporting causes impacting the community at large with an emphasis on the local and international Jewish community. We do this through significant funding to education, health and policy.

Who We Need

We have high standards. We are looking for an exceptional individual to support key family members in their philanthropic and personal activities. The right person will be highly organized, detail oriented and compassionate. A shared passion for the causes that we support is preferred for this role.

What We Offer

We have many long-term employees that can attest that Arcadia is simply a great place to work. This position will work in our beautiful main office in San Jose, CA which is centrally located at Almaden Expressway and Highway 85. We offer a competitive salary and a complete benefits package that includes medical, dental, a 401k employer contribution, paid holidays, and a generous time off policy. We have a strong company culture of accountability and hard work and offer an inclusive and supportive work environment.

Overview

Reporting to the Office Manager, the Executive Assistant will provide comprehensive administrative and personal support to key family members, ensuring smooth and efficient operations of their daily activities. The ideal candidate will be a skilled organizer, an excellent communicator, and a dependable professional who thrives in a dynamic environment.

Position Responsibilities:

Administrative Support

Coordinate the family member’s calendar, including scheduling meetings, appointments, and travel arrangements.
Manage contacts lists from a variety of sources ensuring key contacts and relations are well documented and communicated.
Attend weekly zoom meetings with remote members.
Handle incoming communications (emails, phone calls, mail) and respond as appropriate.
Maintain confidential files and records.
Maintain philanthropic grant and philanthropic commitments and agreements documentation, including routing for approval and payment processing.
Obtain acknowledgment letters from grant recipient, including timely follow-ups.
Manager tax documents and assist with audit preparations.
Stay informed about compliance matters, ensuring all are well informed of responsibilities and obligations.
Presentation management in assisting with PowerPoint, meeting agendas, minutes, and follow-up materials.
Oversee expense reports and financial documentation.

Meeting Coordination

Organize and manage logistics for meetings and other events.
Prepare and compile board packets, presentations, and reports.
Ensure timely dissemination of information and follow-up on action items.

Project Management

Assist in the planning and execution of special projects and initiatives as directed by family members.
Track progress and ensure project deadlines are met.
Provide research and analysis on various topics as needed.

Liaison

Serve as a primary point of contact between family members and internal/external stakeholders.
Maintain effective communication and relationships with other board members, staff, and partners.

Personal Assistance

Support household maintenance repairs and other household tasks as assigned.
Assist with personal errands and tasks and coordinating personal appointments.
Plan and coordinate personal events, including social gatherings and family activities.

The duties and responsibilities listed above are not an exhaustive list and may be subject to change to meet the evolving needs of the Board Members.

Preferred qualifications:

Bachelor’s degree or equivalent experience in a related field.
Minimum of 7 years of experience in an executive assistant or similar role, preferably within the non-profit sector supporting board members, senior executives or high net worth individuals.
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.
Familiarity with non-profit governance and operations.
Project management experience and skills.

Personal Attributes:

Highly Organized: Ability to manage multiple tasks and prioritize effectively.
Excellent Communicator: Strong verbal and written communication skills, with the ability to interact effectively with diverse stakeholders.
Detail-Oriented: Thorough in completing tasks and ensures accuracy in all work.
Culturally Competent: Respects diversity and demonstrates an understanding of cultural perspectives.
Proactive: Takes initiative, anticipates needs, and acts on opportunities to improve processes.
Discreet and Trustworthy: Maintains confidentiality and handles sensitive information with integrity.
Adaptable: Flexible and able to adjust to changing priorities and environments.
Problem-Solver: Strong analytical skills and the ability to find effective solutions to challenges.
Dependable: Reliable and consistent in delivering high-quality work.
Tech-Savvy: Proficient in using various software applications and technology to streamline tasks.
Professional: Presents a polished and professional demeanor in all interactions.
Time Management: Exceptional ability to manage time efficiently and meet deadlines.
Team Player: Works well collaboratively and contributes positively to team dynamics.
Resourceful: Skilled in finding quick and clever ways to overcome difficulties.
Energetic: Possesses a positive attitude and the stamina to handle demanding workloads.
Strong Work Ethic: Demonstrates dedication, commitment, and a willingness to go the extra mile.
Confident: Self-assured and capable of making decisions independently.
Personable: Approachable and able to build strong relationships with others.

Physical Requirements:

This position requires the ability to sit for prolonged periods at a desk and work on a computer. Occasionally standing and walking during office activities or meetings. Ability to move around the office, including walking, bending, and reaching for office supplies and files. Occasional lifting of light objects (up to 20 pounds) such as office supplies, files, or small equipment. Capability to travel if necessary for off-site meetings, conferences, or other business-related events.

Additional Requirements:

Must pass a background check after conditional offer of employment.

Benefits:

Comprehensive benefits package including health insurance, retirement plans, and paid time off.
Opportunities for professional development.
A collaborative and supportive work environment with a focus on employee well-being and growth.

Pay Range:

The pay range for this position is expected to be $90,000 -$110,000 per year plus an annual discretionary bonus plan; however, base pay offered may vary depending on multiple individualized factors, including job-related knowledge, skills, and experience.

EQUAL EMPLOYMENT OPPORTUNITY

We take diversity and equal opportunity seriously. We are committed to building a team that represents a variety of backgrounds and perspectives. The more diverse and inclusive we are, the better our team and our work will be.

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status or any other characteristic protected by law.

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