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Form of workJob Description
Administrative Assistant
Part-time (24 hours/week), Temporary 6-month position with possible extension
In-Person
Forever Balboa Park offices, House of Hospitality, Balboa Park
Reports to: Interim CEOs
Department of Labor Classification: Non-Exempt
Our Commitment
Forever Balboa Park’s mission is to improve and advance Balboa Park so people and nature thrive together. Forever Balboa Park welcomes people of all backgrounds, identities, and beliefs to join us in achieving our mission. We place diversity, equity, and inclusion at the heart of our recruiting efforts, and strive to build a culture centered on mutual respect, equal treatment, and the opportunity to succeed.
Job Description
The Administrative Assistant for Forever Balboa Park (FBP) provides the Interim CEOs, the Senior Team, and the Volunteer Manager with communications, calendaring, database, and administrative support. This position reports to the Interim Co-CEOs, and the Volunteer Manager. The Administrative Assistant is a public-facing role, assisting the Forever Balboa Park team with communications, reporting, project, and administrative work with the trustees, staff members, park stakeholders, and volunteers. The position serves as the administrative liaison to the Board of Trustees, working directly with the Board Chair and other trustees to support committee work, board meetings, scheduling, event planning, and donor activities. The Administrative Assistant interacts with our diverse cadre of 350+ volunteers while supporting the Volunteer Manager and the Interim Co-CEOs. This is a part-time, temporary role. This is a terrific opportunity for an ambitious, people-focused professional with a passion for Balboa Park who wants to build their expertise in executive and administrative support roles for an organization making an impact in San Diego.
Responsibilities
General Administrative Support - 30%
● Manage the FBP organizational calendar, ensuring all arrangements are made for meetings, speaking engagements, travel, and receptions.
● Coordinate the VP of Planning and VP of Institutional Advancement calendars with organizational calendar.
● Greet visitors, field telephone calls, monitor general organization email addresses, and sort mail addressed to the organization, referring pertinent requests to other members of the staff or personally taking appropriate action as required.
● Host in-office visitors with appropriate hospitality, escorting guests to the appropriate meeting locations, greeting them, and answering inquiries.
● Ensure public areas of office space are well maintained, and supplies (office or hospitality) are well stocked, along with basic office administration for the main office.
● Collaborate with staff leads on public facing events and meetings, providing administrative and day-of support.
● Mail checks under the direction of the VP of Finance and maintain postal meter.
Board of Trustees Support - 30%
● Oversee and maintain the annual board and committee calendar and notify Trustees of key dates.
● Take minutes, prep/format agendas, distribute materials, and manage calendar invitations for board work and some committees as needed.
● Maintain electronic and hard copy filing systems for all Board related documents.
● Schedule and coordinate set up for Board and committee meetings.
● Train board members on technology used when requested.
● Respond appropriately to requests for tours, events and other special requests in support of trustees.
● Maintain board mailing, data, and distribution lists in collaboration with the Institutional Advancement team.
● Work with the Mingei Museum to arrange for board meeting logistics and space rental. Process those invoices and lead board meeting set up.
Volunteer Program Administrative Support
● Assist with database, records management, recruiting and training as directed.
Other Duties
● Other projects and duties as assigned.
● Some evening and weekend work may be required, approximately 1 weekend day a month and 1 evening events a month to support either volunteer or public-facing events.
Knowledge, Skills & Abilities
● Experience in a fast-paced office environment requiring multi-tasking ability with a high level of discretion.
● Thorough understanding of Zoom, Doodle Poll, Microsoft Office Suite (Docs, Excel, PowerPoint including use of graphics and video), and Google-suite (Docs, Sheets, Slides).
● Ability to learn Volgistics (volunteer management software).
● Skilled at organizing and maintaining records in Google Drive, including permissions management.
● Experience with MyCommittee or other team management/ project management and CRM/donor databases preferred.
● Ability to use and quickly learn new office support technology systems and software packages.
● Ability to draft and compose correspondence and standard reports, agendas, and meeting minutes.
● Ability to handle sensitive/confidential information with discretion.
● Ability to plan, organize and complete work independently with accuracy.
● A team player.
Experience and Education
● We welcome applicants with diverse training and experiences, including college, high school programs, a technical/vocational program, or their equivalents.
● 1-2 years of related office and administrative work experience.
● 1-2 years of progressively responsible work experience in a position requiring a high degree of judgment, discretion and initiative.
● 1-2 years’ experience working with donors, trustees, or executives.
This job description describes the general nature and level of work expected of people assigned to this job. It is not intended to include all duties & responsibilities. Duties, responsibilities and related activities may change at any time with or without notice. The order in which the duties & responsibilities are listed is not significant. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of their role.
Forever Balboa Park is an equal opportunity employer. Forever Balboa Park is committed to providing an inclusive and welcoming environment for all members of its staff, visitors, volunteers, subcontractors, vendors, and donors. We do not and shall not discriminate on the basis of race, color, religion, creed, gender identity, gender expression, age, national origin or ancestry, disability, marital status, sexual orientation, or military status, in any of our activities or operations. These activities include but are not limited to hiring and firing of staff, selection of volunteers and vendors, and provision of services. We will take affirmative action measures to ensure against discrimination in employment, recruitment, advertisements for employment, compensation, termination, upgrading, promotions, and other conditions of employment against any employee or job applicant.
All qualified candidates please submit resume and cover letter to: hr@balboapark.org
No phone inquiries, please.
Part-time (24 hours/week), Temporary 6-month position with possible extension
In-Person
Forever Balboa Park offices, House of Hospitality, Balboa Park
Reports to: Interim CEOs
Department of Labor Classification: Non-Exempt
Our Commitment
Forever Balboa Park’s mission is to improve and advance Balboa Park so people and nature thrive together. Forever Balboa Park welcomes people of all backgrounds, identities, and beliefs to join us in achieving our mission. We place diversity, equity, and inclusion at the heart of our recruiting efforts, and strive to build a culture centered on mutual respect, equal treatment, and the opportunity to succeed.
Job Description
The Administrative Assistant for Forever Balboa Park (FBP) provides the Interim CEOs, the Senior Team, and the Volunteer Manager with communications, calendaring, database, and administrative support. This position reports to the Interim Co-CEOs, and the Volunteer Manager. The Administrative Assistant is a public-facing role, assisting the Forever Balboa Park team with communications, reporting, project, and administrative work with the trustees, staff members, park stakeholders, and volunteers. The position serves as the administrative liaison to the Board of Trustees, working directly with the Board Chair and other trustees to support committee work, board meetings, scheduling, event planning, and donor activities. The Administrative Assistant interacts with our diverse cadre of 350+ volunteers while supporting the Volunteer Manager and the Interim Co-CEOs. This is a part-time, temporary role. This is a terrific opportunity for an ambitious, people-focused professional with a passion for Balboa Park who wants to build their expertise in executive and administrative support roles for an organization making an impact in San Diego.
Responsibilities
General Administrative Support - 30%
● Manage the FBP organizational calendar, ensuring all arrangements are made for meetings, speaking engagements, travel, and receptions.
● Coordinate the VP of Planning and VP of Institutional Advancement calendars with organizational calendar.
● Greet visitors, field telephone calls, monitor general organization email addresses, and sort mail addressed to the organization, referring pertinent requests to other members of the staff or personally taking appropriate action as required.
● Host in-office visitors with appropriate hospitality, escorting guests to the appropriate meeting locations, greeting them, and answering inquiries.
● Ensure public areas of office space are well maintained, and supplies (office or hospitality) are well stocked, along with basic office administration for the main office.
● Collaborate with staff leads on public facing events and meetings, providing administrative and day-of support.
● Mail checks under the direction of the VP of Finance and maintain postal meter.
Board of Trustees Support - 30%
● Oversee and maintain the annual board and committee calendar and notify Trustees of key dates.
● Take minutes, prep/format agendas, distribute materials, and manage calendar invitations for board work and some committees as needed.
● Maintain electronic and hard copy filing systems for all Board related documents.
● Schedule and coordinate set up for Board and committee meetings.
● Train board members on technology used when requested.
● Respond appropriately to requests for tours, events and other special requests in support of trustees.
● Maintain board mailing, data, and distribution lists in collaboration with the Institutional Advancement team.
● Work with the Mingei Museum to arrange for board meeting logistics and space rental. Process those invoices and lead board meeting set up.
Volunteer Program Administrative Support
● Assist with database, records management, recruiting and training as directed.
Other Duties
● Other projects and duties as assigned.
● Some evening and weekend work may be required, approximately 1 weekend day a month and 1 evening events a month to support either volunteer or public-facing events.
Knowledge, Skills & Abilities
● Experience in a fast-paced office environment requiring multi-tasking ability with a high level of discretion.
● Thorough understanding of Zoom, Doodle Poll, Microsoft Office Suite (Docs, Excel, PowerPoint including use of graphics and video), and Google-suite (Docs, Sheets, Slides).
● Ability to learn Volgistics (volunteer management software).
● Skilled at organizing and maintaining records in Google Drive, including permissions management.
● Experience with MyCommittee or other team management/ project management and CRM/donor databases preferred.
● Ability to use and quickly learn new office support technology systems and software packages.
● Ability to draft and compose correspondence and standard reports, agendas, and meeting minutes.
● Ability to handle sensitive/confidential information with discretion.
● Ability to plan, organize and complete work independently with accuracy.
● A team player.
Experience and Education
● We welcome applicants with diverse training and experiences, including college, high school programs, a technical/vocational program, or their equivalents.
● 1-2 years of related office and administrative work experience.
● 1-2 years of progressively responsible work experience in a position requiring a high degree of judgment, discretion and initiative.
● 1-2 years’ experience working with donors, trustees, or executives.
This job description describes the general nature and level of work expected of people assigned to this job. It is not intended to include all duties & responsibilities. Duties, responsibilities and related activities may change at any time with or without notice. The order in which the duties & responsibilities are listed is not significant. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of their role.
Forever Balboa Park is an equal opportunity employer. Forever Balboa Park is committed to providing an inclusive and welcoming environment for all members of its staff, visitors, volunteers, subcontractors, vendors, and donors. We do not and shall not discriminate on the basis of race, color, religion, creed, gender identity, gender expression, age, national origin or ancestry, disability, marital status, sexual orientation, or military status, in any of our activities or operations. These activities include but are not limited to hiring and firing of staff, selection of volunteers and vendors, and provision of services. We will take affirmative action measures to ensure against discrimination in employment, recruitment, advertisements for employment, compensation, termination, upgrading, promotions, and other conditions of employment against any employee or job applicant.
All qualified candidates please submit resume and cover letter to: hr@balboapark.org
No phone inquiries, please.
