Executive Administrative Assistant

POSITION SUMMARY

The Institute on Violence, Abuse and Trauma (IVAT) is seeking a proactive, motivated individual to provide administrative and logistical support for our main office located in San Diego, CA. The ideal candidate will be organized and adaptable with a demonstrated ability to collaborate, contribute, and thrive in assisting with multiple projects and tasks. The candidates will provide high-quality service to all constituencies of IVAT. They will exhibit the highest professional standards and ethical principles and will be committed to the tenets of IVAT’s Mission and Vision.

The Family Violence and Sexual Assault Institute (FVSAI) dba IVAT is a nonprofit organization and a leading international resource and training center, headquartered in San Diego, California. IVAT links practice, policy, research, and advocacy to promote violence-free living and improve the quality of life for individuals on local, national and international levels. For more information, visit our website: https//www.ivatcenters.org/

The Executive Administrative Assistant, under the general direction of the Chief Executive Officer and Director of Operations and Special Projects, is the gateway and liaison for office information and communication.

ESSENTIAL FUNCTIONS, DUTIES AND RESPONSIBILITIES: This role will be responsible for supporting basic office operations to help ensure an organized and efficient workspace. This includes:

• Serving as the initial point of contact for the office by answering the main office phone line and email account and directing communication from outside vendors to the appropriate departments.
• Maintaining the calendar for office meeting spaces and scheduling meetings for the President, Chief Executive Officer, and Director of Operations and Special Projects.
• Set up the conference room, OWL for videoconferencing and computer for team meetings with CA staff, employees and contractors across the country.
• Ordering supplies and maintaining office inventory and general upkeep of common office space.
• Daily office operations such as checking and distributing mail, running occasional errands for supplies or shipping needs, paying bills, securing the office is locked and set for each day.
• Serving as the point of contact for vendors that provide building maintenance, IT, and other professional services.
• Support onboarding and offboarding needs of all staff with IT vendors, internal databases, workstations and office access.
• Provide support for technical difficulties staff experience with our IT, email and phone systems.
• Complete annual Charitable Federal Campaign applications and any state applications that IVAT qualifies to receive donations from.
• Complete annual filings to maintain our accounts with various city, state, and federal requirements.
• Process credit card payments for clients and training attendees.
• Support staff and students with office protocol and IVAT’s internal network.
• Support CEO in preparation for quarterly Board of Directors meetings.
• Schedule IVAT staff meetings, create and disseminate the agenda, and take meeting minutes.
• Support CEO with payroll and holiday reminders to all staff.
• Gather quotes from outside vendors for various needs (supplies, printing, etc.).
• Serve as the main point of contact for landlord and maintenance (janitorial, facilities).
• Manage inventory of office keys, office technology equipment, Microsoft licenses, etc.
• Support monthly credit card reconciliation for President, CEO, Director of Operations & Special Projects.
• Assist in the management and organization of general office space including storage units, and office organization.
• Facilitating travel arrangements for staff.
• Updating office manuals and other policies and procedures.
• Other duties as assigned.

POSITION REQUIREMENTS:

EDUCATION: High School Degree, some college preferred

EXPERIENCE:

• Two years related experience required in administrative duties
• Two years working in a fast-paced environment working for multiple supervisors is preferred

SKILLS, KNOWLEDGE, AND ABILITIES:

• Knowledge of office administration
• Knowledge of basic office software (Microsoft Office, Outlook, Excel, Google Suite, etc.)
• Effective organizational skills
• Effective written, verbal, and listening communication skills
• Excellent customer service skills
• Attention to detail and high level of accuracy
• Effective stress management techniques
• Effective time management techniques
• Demonstrate sound work ethic
• Ability to maintain an elevated level of accuracy in preparing and entering information
• Ability to maintain confidentiality of records, files, and information related to IVAT services
• Ability to follow established procedures and guidelines
• Ability to successfully work individually and as a team member
• Ability to effectively interface with the public within an organization at all professional levels including staff
• Ability to effectively communicate verbally, in writing and electronically
• Ability to prioritize work tasks and maintain a productive workload
• Ability to utilize sound judgement for problem solving; knowledge to know when to consult a supervisor
• Working knowledge of advanced planning; ability to initiate tasks and projects
• Ability to lift to 35-pound boxes
• Possess cultural awareness and sensitivity

OTHER REQUIREMENTS:

• Prior knowledge in the fields of violence, abuse, and trauma helpful
• Committed to the mission and vision of IVAT as a social change organization
• Maintain a professional appearance and demeanor
• Valid California driver license at time of hire
• Employment is contingent upon successful completion of a background check
• Ability to be optimistic, positive, and supportive in all interactions with others.

Applicants from diverse backgrounds with interest in IVAT’s mission and vision of social justice, public health and upholding diversity, equity, and inclusion of all are encouraged to apply.

Applications: Please send cover letter and resume to Sandi Capuano Morrison, CEO at sandicm@ivatcenters.org

Anti-Discrimination Policy: The Institute on Violence, Abuse & Trauma prohibits discrimination in employment and in its educational programs and activities, including admission or access thereto, on the basis of race, national origin, color, creed, religion, ancestry, citizenship, sex, age, marital status, disability, medical condition, pregnancy, physical or mental disability, genetic information, veteran status, marital status, sexual orientation, gender, gender identity, gender expression, caregiver status or any other characteristic protected by federal, state or local laws, or on the basis of any perception that an applicant or employee has any of these characteristics, or on the basis that an applicant or employee is associated with someone who has or is perceived to have these characteristics.

The Institute on Violence, Abuse & Trauma is an Equal Opportunity Employer, committed to ensuring a high quality of education through the diversity of the IVAT community and the curriculum. Women, people of color, people with disabilities and people from other underrepresented groups are encouraged to apply, as we actively seek to increase diversity at all levels. The Institute on Violence, Abuse & Trauma will conduct its programs, services, and activities consistent with applicable federal, state, and local laws, regulations, and orders. This policy is governed by Titles VI and VII of the Civil Rights Act of 1964, the Civil Rights Act of 1991, Title IX of the Education Amendments Act of 1972, Section 504 of the Rehabilitation Act of 1973, the Americans with Disabilities Act of 1990, the Age Discrimination Act of 1975, the regulations implementing these statutes, and applicable federal and California law.

Setting: The Family Violence and Sexual Assault Institute (FVSAI) dba Institute on Violence, Abuse and Trauma (IVAT) is a 501(c)(3) nonprofit organization that condemns violence and oppression in all its forms. We stand with all who work for equality and peace. IVAT is a leading international resource, training, and direct services center founded in 1984 as FVSAI and now headquartered in San Diego, California with satellite offices in Los Angeles, Hawai`i and Maryland. Our mission is to promote violence-free living by improving the quality of life for individuals and addressing all aspects of violence, abuse, and trauma across the lifespan. IVAT works collaboratively to improve systems responses and access for our most vulnerable populations, including victims of child maltreatment, youth violence, bullying, human trafficking, domestic violence, sexual victimization, and elder abuse. We host 2 international summits annually, edit 3 academic peer reviewed international journals, maintain several research databases, provide program evaluation, consultation, and a wide array of training addressing violence, abuse and trauma-- many of which can be used toward specialty certificates and continuing education. We offer vital professional clinical and forensic services to San Diego County and beyond. We believe collaboration across systems is key to putting an end to violence and abuse.

This is an on-site full-time position.

Pay: $46,000.00 - $48,000.00 per year

Work Location: In person