Executive Assistant

The Executive Assistant provides administrative support to the Executive Director and executive management team, working to advance Southwest Center’s programmatic mission. In this position, you will use your exceptional organizational and communication skills to manage and coordinate schedules, complete notes and action items for a wide range of meetings, represent the Executive Director, manage tasks for the Board of Directors, project manage special projects, reconcile expenses, and prepare documents.

The Executive Assistant supports the Southwest Center mission of providing affirming and inclusive services to promote well-being and advance health equity for diverse communities and all those seeking compassionate care - especially people of color, LGBTQIA2S+ and Queer individuals, and those affected by HIV.

What your day will look like at Southwest Center:

• You'll provide high-level administrative support to Executive Director and senior management team.
• You'll assist with the Executive Director’s meetings; including, preparation of materials, sending calendar invites, attendance tracking, taking notes, and coordinating follow-up/action items.
• You'll support multiple calendars and email boxes, and schedule team meetings.
• You'll prioritize requests from the Executive Director and Senior Management team, including responding to urgent and time-sensitive requests.
• You'll attend community events and meetings with Executive Director, representing the Center and Executive Director in a professional and positive manner.
• You'll participate in program and organizational development, and attend team meetings as needed.
• You'll support the coordination of companywide employee events with HR to enhance employee engagement.
• You'll assist HR with scheduling appointments and room reservations for interviews when necessary.
• You'll manage and coordinate board meetings, including, drafting the meeting agenda with support from the Board Chair and Executive Director, putting together the board packet, sending calendar invites, setting-up and supporting hybrid meetings and taking meeting minutes for board and committee meetings.
• You'll prepare and edit correspondence, reports, presentations, and other documents as needed.
• You'll manage the Board Book, annual conflict of interest statements for the Board of Directors, annual board trainings and annual AZ Corporation Commission filing for the Board of Directors.
• You may drive your personal vehicle to complete business-related duties; such as, attending off-site meetings with the Executive Director and picking up office supplies, donations, catering, and other required items.
• You'll support management on projects that affect the organization (i.e., City Annual Report).
• You may provide HR personnel/admin support.
• You'll manage the inventory of general office supplies and break room supplies.
• You'll manage data entry, record keeping, and reporting related to all gifts. You will also generate gift acknowledgments, annual tax receipts, and donor recognition lists.
• You'll assist with the preparation and distribution of the annual report and donor stewardship reports.
• You'll partner with Board of Directors, development team and volunteers to organize logistics for fundraising events, including, setting up and tearing down events.
• You'll maintain receipts for credit card purchases for Executive Director.
• You'll complete monthly credit card reconciliation for Executive Director.

We've got great benefits:

• 200 hours of PTO per year
• Up to 13 paid holidays per year
• Medical, dental, and vision insurance
• Basic life, short-term, and long-term disability insurance paid by Southwest Center
• YMCA Gym and Programs Discount
• Retirement savings

Who we're looking for:

• You've earned your high school diploma, or GED.
• You have a minimum of 3 years of work experience in an administrative support role with increasing responsibilities.
• You provide exceptional communication and interpersonal skills (both written and verbal).
• You possess a strong proficiency in MS Office software suite, PC operations, and basic office equipment.
• You have experience using fundraising software.
• You have experience working with event volunteers and volunteer committees.
• You have a strong attention to detail with high standards for accuracy.
• You demonstrate strong customer service skills.
• You have the ability to track and meet deadlines.
• You are a dedicated, motivated individual with the skill to take initiative and the ability to work both independently and with teams in a fast-paced environment.
• You possess a valid driver’s license, insurable driving record, and access to a personal vehicle for work-related activities.
• You have demonstrated cultural competency to professionally and respectfully serve the LGBTQIAS+ communities.
• All agency employees must be able to work effectively in a mission-driven agency whose clients and staff exhibit significant diversity with respect to race, ethnicity, sex, gender identity, sexual orientation, socio-economic status, nationality, and religion.

We'd love to see you apply if you have these preferred qualifications too:

• You have experience working in healthcare, HIV/AIDS prevention or LGBTQIA2S+ organizations.
• You've earned a Bachelor’s degree.
• You have experience working as administrative support for an Executive Director, preferably at a nonprofit organization.

Environmental Factors, Physical Requirements, and Compliance

• This position requires a flexible schedule that will include some evenings and weekends.
• Work primarily in a climate-controlled environment with minimal safety/health hazard potential. Work may also be conducted in environments such as outdoor events, bars, and community centers.
• While performing the duties of this job, the employee is regularly required to walk, sit, stand; use hands, talk, and hear. The employee is occasionally required to reach with hands and arms. Specific vision abilities required by this job include close vision, distance vision, and the ability to adjust focus. Manual dexterity and the ability to lift up to 20 pounds are required.
• This position may require the employee to occasionally climb, balance, stoop, kneel, crouch, bend, or crawl.
• Currently have, or be able to obtain within 90 days of employment, a valid Fingerprint Clearance Card
• Currently have, or are able to obtain within 7 days of employment, a current flu vaccination
• Currently have, or are able to initiate within 7 days of employment, a clear TB test.

Equal Employment Opportunity

The Southwest Center is an equal opportunity employer and we value a healthy work environment free from harassment and discrimination based on race, color, religion, sex, gender identity, sexual orientation, national origin, age, disability or genetic information.

The Southwest Center provides an inclusive and respectful working environment that represents a wide range of backgrounds, cultures, identities, and experiences. We attract applicants who have the cultural awareness to navigate and celebrate these differences. Our employees are Individuals who have respect for the communities where they live and work and are committed to utilizing culturally and linguistically appropriate strategies and skills in a collaborative environment.

We welcome all applicants with personal, direct and/or indirect knowledge of the lives and experience with but not limited to: Black, Indigenous, and People of Color (BIPOC); LGBTQIA2S+/Queer individuals; those affected by HIV, people living with disabilities; people with diverse religious beliefs, and other marginalized Individuals that are at the intersections of those identities/experiences. We also encourage those from historically underrepresented backgrounds to apply.

Reasonable Accommodations

Applicants requesting a reasonable accommodation to apply or participate in the interview process for this position should email hr@swcenter.org.