Reports To: Executive Director

Job Summary: The Administrative Operations Assistant provides administrative support to the Executive Director and other senior staff. Excellent writing and administrative skills are required. Must possess the ability to work independently, confidentially, and within deadlines, and to interact with the public and staff in a positive, enthusiastic manner.

Essential Duties and Responsibilities:

Documentation

• Screen phone calls, mail, and summarize reports and memos received before passing the information to the Executive Director.
• Compile data for reports, transcribing dictation, editing, proofreading and other preparation duties.
• Manage and maintain Executive Director’s schedule, appointments, and travel arrangements.
• Compose memos, letters, transcribe notes, and create presentations.
• Prepare PO’s, check requests, and manage credit card for executive department.
• Maintain and protect operations by keeping information confidential.

Meetings/Coordination

• Coordinate the logistics of donor and community events: reservations, entertainment, sponsorships, etc.
• Create monthly electronic and print newsletters and disseminate to mail listings, parents, and stakeholders.
• Work in partnership with the Development team to prepare and submit grant proposals.
• Coordinate monthly Board of Director meetings, prepare board packages, and record minutes.
• Manage the flow of information to members of the executive leadership team.
• Facilitate communication between the Board of Directors and Executive Director.
• Coordinate the logistics of meetings, which could include reserving rooms, coordinating guest lists and tracking attendance; creating nametags; and other administrative tasks.

Marketing

• Assemble donor kits for meetings and events.
• Maintain social media marketing campaigns and day-to-day activities.
• Maintain donor listing and donor communication on a monthly basis.
• Evaluate prospect's potential and propensity to give.
• Conduct preliminary research on prospective corporate foundations and individual donors.
• Other duties as assigned.

Skills and Abilities:

• Ability to work under minimal supervision
• Ability to work independently and follow-through on assigned tasks
• Excellent organizational skills to meet demanding timelines
• Ability to maintain all confidentiality requirements
• Excellent communication skills, both written and oral
• Excellent interpersonal skills
• Ability to work with a diverse population
• Ability to work with staff, service agencies and the public

Computer Equipment and Software Requirements:

• Microsoft Office Suite

Experience/Training/Requirements:

• Proficient computer skills and in-depth knowledge of relevant software such as MS Office Suite
• Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
• Minimum of an Associate’s Degree preferred
• Level 2 Background Screening

Job Type: Full-time

Benefits:

• Health insurance
• Life insurance
• Paid time off

Schedule:

• 8 hour shift
• Monday to Friday

Education:

• High school or equivalent (Required)

Experience:

• Microsoft Office Suite: 1 year (Required)
• Administrative Experience: 1 year (Preferred)

Willingness to travel:

• 25% (Required)

Work Location: In person