Executive Assistant

The Executive Assistant is responsible for high-level administrative support to the Executive Director (ED) to ensure efficient accomplishment of key tasks and communications. At the time of hire, this position has a strong focus on supporting fundraising activities.

This is a part-time (24 hour per week), non-exempt role.

General Duties and Responsibilities

• Assists with various events and activities.

o Obtaining quotes from vendors, contacting venues, attending meetings and keeping records.
o Assists in developing project plans per major event, ensures duties and tasks are distributed and completed.
o Attending events and acting as a representative of the organization as receptionist, assisting visitors/vendors/attendees.
o Pre- and post-event and fundraising correspondence.

• Provides high-level administrative support and assistance to the ED and/or other assigned leadership staff; including but not limited to:

o Managing the ED schedule, including scheduling meetings, confirming appointments, and prioritizing sensitive matters.
o Draft letters, memos, invoices, reports, and other documents on ED’s behalf.
o May attend meetings on behalf of ED, taking notes and recording minutes.
o Receives incoming communication on behalf of ED, reviews content, determines importance, and summarizes and/or distributes content to appropriate staff.
o Granting agency review and information compilation.
o Aiding with inventory and errands as needed.

• Aids in donor management systems including, but not limited to:

o Data input and analysis.
o Pulling reports that assist in financial or fundraising needs.
o Bi-yearly mailing list reviews.

• Support ED with creating and processing reports including, but not limited to expense reports, monthly board reports and compiling financial information for third parties.
• Special projects, duties and/or other responsibilities as assigned.
• Additional responsibilities may be added as the organization grows and develops.

Qualifications

• High school diploma required; BA in Business Administration or related field preferred
• 3 years executive, administrative or general office support experience preferred.
• Excellent organizational skills and attention to detail.
• Excellent time management skills with a proven ability to meet deadlines.
• Ability to function well in a high-paced and at times stressful environment.
• Ability to work with limited supervision.
• Excellent customer service, employee relations, teamwork, and interpersonal skills.
• Excellent verbal and written communication skills.
• Ability to effectively handle and prioritize multiple projects.
• Ability to handle sensitive information in a highly confidential manner.
• Strong computer skills and ability to learn various data systems; highly competent with Microsoft Office Suite (Word/Excel/PowerPoint).
• Possess and maintain a current, valid California driver license as accepted by our insurance carrier. Excellent driving record.
• Actively promotes a culture of excellence through leadership, job knowledge and work ethic.

Working Conditions and Physical Requirements

The work environment and the physical requirements described are representative of those an employee will encounter and will need to meet to successfully perform the essential duties and key responsibilities of this position. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

• Ability to work in a standard office setting, sitting at a standard office desk, and to use standard office equipment, including a computer and walkie talkie;
• Required to occasionally lift 25 pounds, rarely overhead;
• Position requires standing, walking with the potential of bending and lifting.

Job Type: Part-time

Pay: From $20.00 per hour

Expected hours: 24 per week

Schedule:

• 8 hour shift
• Monday to Friday
• Weekends as needed

Experience:

• Customer service: 3 years (Preferred)

Ability to Relocate:

• Santa Rosa, CA 95404: Relocate before starting work (Required)

Work Location: Hybrid remote in Santa Rosa, CA 95404