Administrative Assistant

Description

Department: Administration

Supervisor:  Chief Executive Officer

FLSA Status: Non-Exempt 

Terms of Employment: At Will 

Position Status: Full-Time (40 hours per week)
Annual Salary: $18.00- 20.00 / Hourly Rate 

Position Objective: 

The Administrative Assistant provides comprehensive administrative and organizational support to the Chief Executive Officer, Board of Directors, and key committees, as well as the Community Advancement team. This dual support role is split equally, with approx. 20 hours a week dedicated to executive-level support and 20 hours a week dedicated to development and donor relations efforts.

 

Requirements

• Manage calendars, contact lists, and schedule meetings for the CEO and Executive Team
• Edit and format documents, reports, and correspondence for executive review and signature
• Prepare the CEO for meetings by compiling background information and materials
• Triage incoming messages, calls, and meeting requests to prioritize CEO time
• Provide administrative support to the Board of Directors and key committees (Finance, Philanthropy, and Governance), including preparing agendas, coordinating meetings, and recording minutes
• Maintain and archive official records of Board meetings
• Handle confidential and sensitive information with discretion
• Assist with general administrative tasks for the Executive Team

• Draft, proofread, and distribute donor and supporter communications, including thank-you notes, updates, and e-blasts
• Assist in the creation and formatting of impact reports
• Support development marketing initiatives such as fundraising campaigns and targeted outreach
• Help coordinate logistics and execution for donor engagement events, including “Cal Club” experiences and cultivation events
• Generate and send donor tax letters and acknowledgments
• Maintain accurate and organized donor records and files using Patron Manager (experience with this system is a plus)
• Support cross-departmental collaboration on fundraising initiatives

• Strong interpersonal, verbal, and written communication skills
• Excellent attention to detail and proofreading ability
• Ability to prioritize and manage multiple tasks efficiently
• High proficiency in Microsoft Office (Word, Excel) and Google Drive
• Ability to maintain confidentiality with sensitive organizational and donor-related information
• Familiarity with donor management systems; experience with Patron Manager is a strong plus
• Comfortable in a fast-paced, collaborative environment

• Minimum of one year of administrative support experience in an office or nonprofit setting
• Experience in drafting professional communications and managing meeting logistics
• Familiarity with nonprofit development work and donor stewardship is preferred
• Typing proficiency of approximately 60 WPM is preferred
• Experience with WordPress or similar website content systems is a plus

• Regularly lift/move up to 10 pounds; occasionally up to 20 pounds
• Regular sitting, use of hands, and speaking/hearing required; occasional standing/walking
• Specific vision requirements include close, distance, and color vision, as well as depth perception