Administrative Assistant

POSITION SUMMARY:

The Administrative Assistant will provide dedicated support to the Executive Assistant of the President & CEO of the Ventura County Community Foundation (VCCF). This role is critical in enabling the Executive Assistant to focus on higher-level responsibilities by handling essential day-to-day administrative, hospitality, and operational tasks. The ideal candidate is warm, professional, highly organized, and deeply committed to providing excellent support to both colleagues and visitors. This is a fully in-person, in-office role, with event attendance on an occasional basis.

VALUES & PRINCIPLES:

• Understand the vision, strategies, and goals of VCCF to be its advocate and ambassador.
• Strive to reach and exceed established personal and professional goals.
• Be a champion of VCCF's policies and procedures and operate with candor, transparency, clear communication, and highest ethical standards.
• Serve as a team player by working collaboratively with all VCCF employees and non-profit partners.
• Uphold the highest standards of customer service for all VCCF constituents in terms of speed of response, accuracy, completeness, and consistency.

RESPONSIBILITIES:

1. Executive Assistant Support

• Provide direct day-to-day support to the Executive Assistant of the President & CEO.
• Assist with calendar scheduling for the President & CEO and Executive Assistant, including coordinating meetings, appointments, and events.
• Confirm all meetings.
• File, organize, and sort emails in service of the President & CEO when requested by the Executive Assistant.
• Prepare materials, agendas, and packets for board meetings and other key meetings, including printing and assembling as needed.
• Draft and edit correspondence, memos, department updates, as well as other documents.
• Assist in preparing for and executing VCCF events, including logistics, setup, clean up, and follow-up communications.

2. Office Hospitality & Visitor Relations

• Welcome visitors to the VCCF office, greeting all visitors warmly and professionally upon arrival.
• Accompany and sit with visitors as appropriate, ensuring they are comfortable and attended to.
• Prepare coffee, tea, and refreshments for guests, meetings, and the office.
• Maintain a tidy, organized, and welcoming office environment at all times.

3. Administrative & Operational Duties

• Answer and professionally field phone calls and emails, ensuring timely and courteous responses.
• Handle printing, copying, scanning, and document preparation including board packets.
• Assist with mailings including letters, labels, and postage.
• Maintain and organize departmental files to ensure they are current and accessible.
• Perform other duties as assigned within the scope of responsibility and requirements of the position.

QUALIFICATIONS:

Knowledge

• College degree or equivalent experience is preferred. High School diploma is required.
• One year of experience in an administrative or support role, preferably in philanthropy or another nonprofit environment.
• Familiarity with the nonprofit sector in Ventura County is a plus.

Skills

• Excellent written and oral communication skills, including professional phone and email etiquette.
• Excellent spelling, grammar, proofreading, and math skills.
• Strong organizational skills, prioritization, and self-motivation.
• Proficiency with Microsoft Office suite; familiarity with donor/grants database programs a plus.
• Demonstrated interpersonal skills with the ability to develop productive relationships with colleagues, donors, and partners.

Abilities

• Warm and welcoming personality, with a genuine enjoyment of working with and supporting others.
• Positive attitude and team-oriented mindset; takes pride in their work and its impact on the organization.
• Quick learner who can adapt to shifting priorities and new tasks with enthusiasm.
• Ability to prioritize and handle multiple tasks, effectively managing competing deadlines.
• Ability to work independently and within a team structure.
• Exercises discretion, confidentiality, and good judgment when handling confidential information.
• Deep commitment to the core values and mission of VCCF.

WORKING CONDITIONS:

• This is a fully in-person role. Remote work is not available for this position. Consistent daily in-office presence is required.
• Requires the ability to sit and work at a desk for several hours at a time. Includes the ability to lift 25 pounds.
• Requires the ability to travel and attend meetings, presentations, and events outside the office, which may include occasional use of a motor vehicle.
• Work may require weekends and/or an extended workday.
• Punctuality and satisfactory attendance are essential functions of the job.

Disclaimer: This description should not be construed to contain every function or responsibility that may be required to be performed by an incumbent in this job classification. This job description is intended to be general and will evolve over time. The description is subject to periodic updating. At management's discretion, the employee may be assigned different or additional duties from time to time.

Job Type: Full-time

Pay: $20.00 per hour

Expected hours: 40.0 per week

Benefits:

• 401(k) 6% Match
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off

Ability to Commute:

• Camarillo, CA 93012 (Required)

Ability to Relocate:

• Camarillo, CA 93012: Relocate before starting work (Preferred)

Work Location: In person