Administrative Assistant

Overview
We are seeking a dynamic and highly organized Administrative Assistant to join our team! With minimal oversight, the executive assistant provides high-level administrative, operational, and logistical support to the executive director. This role is critical to ensuring the smooth day-to-day functioning of the executive director's office while supporting organizational priorities across programs, fundraising, and operations. The ideal candidate is highly organized, proactive, discreet, comfortable working in a fast-paced nonprofit environment and able to pivot when priorities change. This position may require occasional evening and weekend work in support of the executive director's commitments.

Duties

Work directly with and provide day-to-day administrative support to the executive director and the organization by:

• Responding to meeting requests, scheduling meetings and ensuring all applicable documents are available to participants both in hard and soft copy. Follow up on participants’ assigned action items
• Setting up Zoom meetings, providing links to all participants, and, on behalf of the executive director, share their documents during the meeting
• Maintaining on-going lists of priorities, deadlines, and commitments for the Executive Director
• Independently draft correspondence, reports, presentations, and internal documents on behalf of the executive director
• Tracking and organizing donor and stakeholder interactions from events, meetings, and community engagements, and provide weekly updates to the Development team to support donor stewardship and engagement tracking
• Assisting with preparation and coordination of monthly organizational tours and special tours for funders and community partners
• On behalf of the executive director is a primary point of contact for staff, board members, community partners, and external stakeholders
• Establishing and maintaining confidential digital and physical filing systems
• Working with the executive director, will schedule and prepare all documents for Board of Directors meetings and monitor assigned tasks to ensure completion. As needed will share documents online on behalf of the executive director
• As needed, will provide administrative support to all departments reporting into the executive director
• Oversee general office operations such as but not limited to ordering supplies, responding to vendors and general facilities-related tasks
• Participate in department meetings, take notes, and track projects to ensure tasks are completed as scheduled
• Demonstrates discretion in all conversations and interactions with internal and external stakeholders
• As needed, provides support to organizational-wide projects.

Qualifications and Skills

• Bachelor’s degree or equivalent experience and education
• Two years of administrative, office, or internship experience
• Demonstrated organizational skills to track and complete a variety of tasks with competing deadlines.
• Demonstrated ability to check own work product to ensure the end product is accurate.
• High Proficiency in the Microsoft Office Suite of products including PowerPoint, Word, Excel, and Outlook, as well as online meeting products such as but not limited to Zoom.
• Demonstrated ability to suggest more efficient ways of completing tasks and comfortable asking questions to ensure an understanding of the end goal.
• Demonstrated ability to set up and maintain hard copy and soft copy filing systems.

Physical Requirements

• Often required to sit in a stationary position, and repeated use of wrists, hands, and fingers for typing, writing, and holding objects (pens, pencils, phone, etc.).
• Environment will be indoors and outdoors with a normal office environment amount of noise, with occasional increased noise if in the warehouse.
• Vision abilities required by this job include distance for safety and close vision for reading, computer, etc.
• Ability to lift or move 20 lbs. occasionally unassisted.

Join us to be part of a vibrant team where your organizational talents will make a real difference! We value energetic professionals committed to delivering outstanding support while fostering a positive work atmosphere.

Job Type: Full-time

Pay: $30.00 - $35.00 per hour

Expected hours: 40 per week

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Work Location: In person