Administrative Assistant

ADMINISTRATIVE ASSISTANT – CORNWALL, CT

Position: Administrative Assistant

Company: Civic Life Project

Reports To: Executive Director

Status: Full Time

Location: Cornwall, CT

Start Date: Immediate

CIVIC LIFE PROJECT Mission:

The Civic Life Project was created to engage and motivate today's high school and college students to connect with the fundamentals of our democracy and Constitution such that they not only understand the importance of civic issues, but also recognize their own ability to analyze, evaluate and establish a position on those issues, participate in a dialog concerning them and affect change.

More information about the Civic Life Project can be found at our website www.civiclifeproject.org.

Position Description:

The successful candidate will have at least 3 years experience in an office environment providing administrative support to multiple team members and will enjoy working independently while completing tasks efficiently and effectively. The candidate will have strong written and verbal communication skills, a high-level of accuracy, flexibility, and promptness, be highly organized, as well as have the ability to synthesize information while progressing on multiple tracks. The Administrative Assistant will be joining a small but efficient team, and will be comfortable working at a fast pace on a mix of tasks with other team members. He/she will report directly to the Executive Director and Director of Higher Education:

Responsibilities Include:

Administration

• Maintain Executive and Director of Higher Education, and the CLP production teams' calendars;
• Coordinate meetings, phone calls and arrangements with parties both outside and within the organization. Prepare and disseminate meeting agendas as well as minutes of meeting action items;
• Coordinate travel arrangements, such as booking flights, hotels, ground transportation, etc. Prepare and submit subsequent expense reports and reimbursements and track payments;
• Support the Directors' interactions with donors, potential donors and sponsors by creating and maintaining files on donor and sponsor history and correspondence within DonorPro software in coordination with the Development Director;
• Serve as a point of contact for the Board of Directors (BOD) and Advisory Board Members regarding meetings, events, and conference calls. Support the Officers and BOD by preparing and disseminating board meeting materials and subsequent correspondence;
• Organize and maintain the organization's database of contacts/mailing lists while developing practical ways to share updates with the Officers and other appropriate staff;
• Maintain database of archived films and office records on a consistent on-going basis;
• Make master DVD's and copies of films, as requested;
• Handle office duties including securing, sorting and sending mail, filing, copying, faxing, answering phones and relaying messages to team members and consultants;
• Maintain office readiness including monitoring and stocking office supplies, maintaining office equipment and managing relationship with vendors;
• Assist with writing, proofing and production of a wide-range of public communication and materials;
• Assist with research on upcoming projects;
• Create and maintain organized production notebooks for all current projects;
• Other duties as assigned;

Financial

• Perform daily data entry and verification of all CLP Accounts Payable and Accounts Receivable functions in Quickbooks software for Executive Director review;
• Perform check of all credit card statements to assure expenses have been captured and submitted properly on proper expense reports;
• Prepare and execute all bank deposits and enter and track all payments in Quickbooks and DonorPro.

Public Liaison

• Serve as an organizational point of contact to the public who call the office;
• Field requests from outside organizations and institutions for special appearances, film screenings, keynotes, panel discussions, etc. and help facilitate related contracts and agreements;

Essential Skills/Experience/Qualities:

• Minimum 3 years experience working in an office support position, preferably supporting multiple team members
• BA/BS preferred, but qualified applicants with equivalent work experience equally considered
• Ability to type 40+WPM
• Strong proficiency in Microsoft Office 2011 for Mac, especially Word and Excel and iCal scheduling software
• Familiarity with basic accounting practices and preparing expense reports. Familiarity with Quickbooks a plus
• Experience with DonorPro fundraising database software or similar desired
• Excellent verbal and written communication skills (will need to provide writing sample)
• Detail-oriented with strong organizational skills
• Ability to work well independently and seek assistance when needed
• Experience with a non-profit and/or media company helpful
• Must have excellent references (provide 2 professional and 1 non-family, personal reference)
• Sense of humor preferred
• Ability to work under deadline
• Excellent flexibility to adapt to changing schedules

Compensation and Benefits:

In addition to meaningful and rewarding work, Civic Life Project provides a friendly work environment. Salary range is $20,000-$30,000 DOE. At this time, CLP does not offer a benefits package.

Civic Life Project proudly values diversity. We are an Equal Opportunity Employer

Please submit resumes and letters of interest to dlasseur@civiclifeproject.org