Board & Executive Assistant

About the Organization
Do you love the library and want to work at one of the most well-known buildings in San José? The San José Public Library is proud to be one of the nation's best public library systems. Part of its success is owed to the dynamic and committed Library Foundation, which is a separate 501(c)3 established in 1987 by a group of community volunteers who understood that a great library system needed more than public funding.
The San José Public Library Foundation (SJPLF) has raised more than $35 million so far to enhance the library above and beyond what tax-based funding provides for buildings, programs, collections, and services. Our work will result in more students being prepared for success from kindergarten to college and career; more adults being fully informed and able to participate in civic life; greater access to information in print and digital forms; and for everyone to find the spark that ignites their curiosity, imagination, and wonder.
Purpose
The Library Foundation is seeking reliable administrative assistance. Our ideal candidate is an organized and motivated individual who is looking to be part of a dynamic and professional team, wants the opportunity to work with a high-profile volunteer board, and is passionate about libraries and what they mean to society.
The position will serve as administrative support for the full fundraising team's business needs, including the Chief Executive Officer and Chief Philanthropy Officer. This position ensures the timely and appropriate flow of information to-and-from staff, provides support for routine financial and business processes, and will oversee special projects as needed. This position acts as the primary liaison to the Foundation board and the public and ensures that office operations run smoothly.
If you thrive on being in the middle of everything, pay great attention to detail, are excited by variety, enjoy working with mission-driven people, and are adept with technology - then this could be the position you've been waiting for!
Essential Duties
General Administrative (40%)

• Support with gift processing and CRM management.
• Support with basic financial duties, such as supporting credit card reconciliation, reimbursements, invoice processing, vendor renewals, and handling matters required.
• Serve as primary point of contact for general inquiries via triaging office main line and email.
• Maintain office supplies, inventory and ordering, record keeping, storage of supplies.
• Manage SharePoint platform, oversee room bookings, and arrange catering for meetings as required.
• Support new hire onboarding.
• Establish and maintain professional working relationships with community leaders, elected officials, the public and others encountered during work.
• Provide general administrative and clerical support to staff to ensure smooth operations across departments.

Executive Administrative Coordination (30%)

• Support Chief Executive Officer and Chief Philanthropy Officer with:
• Scheduling, maintaining CEO and CPO calendars, coordinating and prep for meetings, and preparing documents as necessary.
• Administrative needs of the team as assigned by CEO and CPO.
• Preparing meeting donor/board profiles, support documents, meeting note taking and follow up correspondences.

Board Liaison (30%)

• Perform tasks requested and directed by the CEO or Board Chair to advance Board operations and ensure well-run meetings, open communications, and board engagement
• Perform tasks requested and directed by the CEO or Board Chair to advance Board operations and ensure well-run meetings, open communications, and board engagement.
• Facilitate and manage all aspects of board meetings including communication, scheduling, preparing meeting materials, and recording meeting minutes.
• Support board and board committees by scheduling, managing communications, recording minutes, and maintaining official documents.
• Maintain accurate records and documentation of board-related items including bylaws, charters, resolutions.
• Assist in the recruitment, orientation, and onboarding of new board members to ensure members are well-informed and supported.
• Assist CEO with prospecting of prospective board members.

Minimum Qualifications

• Minimum of three (3) years of experience in a direct support role to Senior Leadership including experience providing administrative support to a work group or department and support for executive-level managers. Familiarity with not-for-profit operations is highly desirable.
• Must be able to work independently with sound judgement, deal with changing situations, and ability to multi-task in a fast-paced environment. This position requires the ability to evaluate urgent, sensitive, and confidential issues with tact and diplomacy.
• CRM and database experience such as Blackbaud or Salesforce.
• Excellent written communication skills, including proofreading, editing, and document production. Ability to build rapport with a wide variety of constituents and communicate effectively and with a friendly demeanor.
• High level of proficiency with Microsoft Office 365 including advanced skill with Outlook, Word, Excel and PowerPoint. Candidates should be able to manage mail mergers, Excel formulas, and be able to facilitate online meetings.
• Outstanding organizational skills including the ability to plan and prioritize work responsibilities and work delegated by others including problem solving and ability to compose correspondence and reports. Ability to manage deadlines with patience and flexibility. Experience coordinating logistics for committees, task forces, or other teams.
• Superior organizational, verbal, written, interpersonal, and communication skills. Ability to communicate effectively with people of diverse personalities, cultures, job titles, and communication styles.
• Ability to work independently and with precise judgment in a wide array of situations.
• Ability to follow instructions accurately, work under supervision and to problem solve effectively.
• Demonstrated ability to manage deadlines, manage competing priorities; and maintain high standards for accuracy and productivity.

Working Conditions
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The position requires the ability to sit for sustained periods of time and to sometimes travel throughout the city of San José. The vision requirement includes close vision. The employee is occasionally required to lift 20 pounds. A hybrid working situation will be considered with in-office attendance required at least 40%.
Compensation and Benefits
The compensation and benefits offered reflect the value we place on attracting and retaining a talented team. This is a full-time, exempt, salaried position with a high degree of autonomy. The salary range is $67,000 to $75,000 dependent upon experience. SJPLF provides health, dental, and vision insurance, 401k with matching contribution, and generous paid time off that increases with longevity in addition to 17 paid holidays, among other benefits. Professional growth opportunities available.
SJPLF currently operates in a hybrid working situation with in-office attendance required at least 40%.
How to Apply
Please apply through our online portal at https://www.sjplf.org/careers. Applicants must include a cover letter and resume. If you have questions or need special accommodation to apply, contact 408-808-2174 or email kavitha.kavuri@sjplf.org. Early submissions encouraged; candidates will be reviewed on a rolling basis. Position will remain open until filled and removed from SJPLF's website.
The San José Public Library Foundation is an equal opportunity employer and is committed to a workplace without discrimination and harassment of any kind. All candidates will receive equal consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, gender expression, national origin, age, or protected veteran or disabled status. For more information about SJPLF, visit www.sjplf.org.
JOB CODE: SJL2