Administrative Assistant

Job Summary:

The Development Administrative Assistant will provide comprehensive administrative support to the Development Directors, Assistant Directors, Managers, and Regional Directors within the Department of Development. This role is pivotal in ensuring the smooth operation of development activities by managing day-to-day administrative tasks, coordinating schedules, handling communications, and assisting with special projects. The ideal candidate will possess strong organizational skills, attention to detail, and the ability to manage multiple priorities in a fast-paced environment.

Key Responsibilities:

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  Administrative Support:

  
  
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    Provide direct administrative assistance to Development Directors, Assistant Directors, Managers, and Regional Directors.

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    Manage calendars, schedule meetings, and coordinate travel arrangements.

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    Prepare and edit correspondence, reports, presentations, and other documents.

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    Organize and maintain electronic and physical files, ensuring easy access and retrieval of information.

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  Communication:

  
  
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    Serve as a liaison between the development team and internal/external stakeholders.

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    Handle incoming calls, emails, and other communications, responding on behalf of the development team when appropriate.

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    Coordinate and distribute meeting agendas, minutes, and other relevant materials.

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  Event Coordination:

  
  
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    Assist in planning and coordinating development-related events, meetings, and conferences.

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    Manage logistics, including venue booking, catering, and materials preparation.

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    Support the execution of fundraising events, donor meetings, and other special initiatives.

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  Project Assistance:

  
  
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    Assist with the preparation of grant applications, proposals, and reports.

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    Track project timelines and deliverables, ensuring deadlines are met.

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    Support data entry and management within development databases and CRM systems.

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  Financial Administration:

  
  
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    Assist with processing invoices, expense reports, and other financial documents.

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    Monitor budget expenditures and report on variances.

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    Coordinate with the finance department to ensure timely and accurate financial reporting.

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  Other Duties:

  
  
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    Provide general office management support, including ordering supplies and maintaining office equipment.

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    Assist with onboarding new staff and training on administrative processes.

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    Undertake other administrative tasks as assigned by the development team.

Qualifications:

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  Education:

  
  
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    Associate's degree in Business Administration, Communications, or a related field preferred. Bachelor’s degree is a plus.

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  Experience:

  
  
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    2+ years of experience in an administrative or support role, preferably in a non-profit or development setting.

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    Experience with event planning, project management, and/or financial administration is an asset.

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  Skills:

  
  
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    Strong organizational and time management skills.

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    Excellent verbal and written communication abilities.

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    Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with CRM systems.

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    Ability to handle sensitive and confidential information with discretion.

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    Strong problem-solving skills and the ability to work independently and as part of a team.

Pay Details: $24.00 to $29.00 per hour Search managed by: Mackenzie Lane

Benefit offerings available for our associates include medical, dental, vision, life insurance, short-term disability, additional voluntary benefits, EAP program, commuter benefits and a 401K plan. Our benefit offerings provide employees the flexibility to choose the type of coverage that meets their individual needs. In addition, our associates may be eligible for paid leave including Paid Sick Leave or any other paid leave required by Federal, State, or local law, as well as Holiday pay where applicable.

Equal Opportunity Employer/Veterans/Disabled

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The Company will consider qualified applicants with arrest and conviction records in accordance with federal, state, and local laws and/or security clearance requirements, including, as applicable:

• The California Fair Chance Act
• Los Angeles City Fair Chance Ordinance
• Los Angeles County Fair Chance Ordinance for Employers
• San Francisco Fair Chance Ordinance