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Administrative Assistant to the C-Suite
2 months ago
This position provides administrative support to the C-Suite Staff (CEO, COO, CPO, CRS). This individual will also serve as the coordinator of agency development, communication and fundraising processes for the entire agency at the direction and assignment of C-Suite staff. This position reports to the COO.
Leadership Responsibilities
- Attend all leadership and management meetings, take notes for review and distribution, and prepare weekly leadership report to the board.
- Coordinate and attend all Board meetings, including but not limited to organizing and distribution of materials to members prior to meeting, attendance and note taking for record, ensure process proceeds according to agency by-laws, and coordination of any invited speakers.
- Manage all communications with Board of Directors and Executive Committee, including creating, editing and distributing monthly meeting minutes, managing contact information, organizing new member orientation and all committee meetings.
- Coordinate monthly staff meetings, including room assignment, order and organize lunch when provided, and work with leadership team regarding agenda and other logistics.
- Provide clerical and administrative support to all C-Suite staff as needed.
- Support COO and directors of licensed programs in organizing documents required for annual audits and licensing (Contracts, financial report, board documents).
- Provide high level administrative management and support for internal and external communications, meeting scheduling and preparation, and contact management.
- Able to produce dashboards and organizational charts for internal and external use.
- Assist leadership team on additional projects as assigned.
Fundraising and Grant Management
- Oversee annual campaign mailings in coordination with board of directors and CEO
- Maintain up-to-date information on all donors including updating donations, contact information, donor relationships, deceased donors, etc.
- Follow up with Donors via thank you letters, Friends Campaign, general donations, KNOW, JFAF, Funds, and Grants.
- Keep current tracking of grant submissions, awards, and reporting, including notification to grant manager of impending deadlines.
- Create donor communications, managing donor recognition programs.
- Work as part of the leadership team and ensure confidentiality.
- A minimum of three years of experience in an administrative capacity required, preferably in a non-profit organization.
- 2+ years’ experience managing a donor database or customer database system.
- Expertise in Microsoft Office Suite required.
- Very strong verbal, written communication and active listening skills required, with ability to closely review and edit written documents
Company Culture as:
- Client-centered and trauma informed
- Detail-oriented- quality and precision focused
- Outcome oriented- results focused with powerful performance culture
- Team oriented- cooperative, and collaborative
