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Administrative Assistant II
4 months ago
As a member of the Human Resources and Administration Department, the Administrative Assistant II (AAII) position is assigned to the Executive Team and will provide efficient and timely support to senior executives of the organization as well as the Fund Development Department. This position schedules meetings, manages the calendar of the President & Chief Executive Officer, assists in the preparation of meeting materials for the Board of Directors, coordinates logistics of meetings and special events, answers calls and performs general office tasks. In addition, this position may also assist with copying, scanning, processing and distributing mail, and other clerical duties as assigned by the Senior Manager of Administration.
• Provide general clerical and administrative office support primarily to the President & Chief Executive Officer and occasional support to the Chief Operating Officer, the Chief Financial Officer, and the Fund Development Director, including typing, filing, copying and scanning documents.
• Schedule, manage calendars and coordinate meetings for the President & CEO.
• Manage travel logistics including all aspects of local and distance travel, directions, appointments and meeting venues, and resulting expense reports and reimbursements.
• Assist with planning, set up, and clean-up of meetings, luncheons, groundbreaking and grand opening events, and fundraising events, as needed.
• Provide support for meetings of the Board of Directors, including notification of meetings, preparation of Board packets, securing signatures, and tracking commitments and priorities on behalf of the President & CEO.
• Provide support for meetings and activities of the Tenant Advisory Council, as needed.
• Provide support for presentations, board meetings, and special projects, including final material review and production of materials for dissemination internally and externally.
• Communicate effectively with stakeholders, including donors, by phone, email, or letter, representing ACOF professionally.
• Maintain and route mail including coordination of pick-up and delivery of express mail services, as needed.
• Initiate and prepare quarterly internal newsletter.
• Other administrative duties as assigned.
Basic Qualifications:
• High School Diploma or GED.
• Three (3) years’ experience working in an office environment.
• Three (3) years’ using Microsoft Office Suite programs, Word, Excel and Outlook.
• Two (2) years creating office correspondence.
• Excellent verbal and written communication skills with mastery of principles of spelling, grammar, syntax and punctuation.
• Organized and have strong attention to detail.
• Self-motivated, resourceful, ability to prioritize and manage multiple projects simultaneously with minimum direction.
• Discretion in handling confidential or sensitive information.
• Sound judgment and excellent problem-solving skills.
• Ability to interact with a variety of people with poise, tact, and diplomacy.
• Valid California Driver License.
• Access to a personal vehicle to be used to conduct ACOF business.
• Ability to meet California minimum and ACOF insurance requirements.
• Ability to lift up to 15 pounds.
• Ability to operate standard office equipment, including a personal computer, video conferencing technology, copier, fax,
and postage machine.
Preferred Qualifications:
• Bachelor’s Degree.
• Familiarity with PowerPoint.
• Familiarity with Constant Contact or other email marketing software.
• Familiarity with CRM software (Neon, Salesforce) and ability to update database.
• Bilingual – Spanish preferred.
• Sense of Humor.
We are an equal opportunity employer and value diversity and inclusion at our company. We do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, disability status, or any other legally protected status. We are committed to providing reasonable accommodations for qualified individuals with disabilities and disabled veterans in our job application procedures. If you need assistance or an accommodation due to a disability, please contact us at cnolan@acof.org.
ACOF will consider qualified applicants with a criminal history pursuant to the California Fair Chance Act. You do not need to disclose your criminal history or participate in a background check until a conditional job offer is made to you. Find out more about the Fair Chance Act by visiting calcivilrights.ca.gov/fair-chance-act/.
