330 Ellis Street
The Fund Development Team is looking for an Administrative Assistant (regular, full time, non-exempt).
The Administrative Assistant provides a wide variety of high-level executive and administrative support for the Fund Development Department. This person manages office systems, procedures and activities to ensure smooth operations. This person is responsible for projects and ensures maximum, effective workflow and outcomes for the Senior Director of Development, the Director of Major Gifts and the Director of Institutional Giving by providing logistical and time management support. Responsibilities involve exposure to sensitive information and require considerable use of tact, diplomacy, discretion, and sound judgment. Regular and predictable attendance is essential.
ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties can be assigned, and the duties and responsibilities of the job are subject to change without notice.
- Provide high level administrative support to Support Senior Director of Development, Director of Major Gifts, and the Director of Institutional Giving;
- Serve as principal administrative contact and source of information between internal and external contacts and the Fund Development department;
- Act as liaison with donors to confirm and coordinate external meeting logistics including travel or other logistics;
- Coordinate internal meeting logistics including reserving rooms (internal and external), resolving location/schedule conflicts, setting up conference calls, setting up and running audio-visual equipment, printing materials, ordering and setting up food;
- Process expense reports, invoices, vouchers, reconcile department credit card; and track fund development budget
- Order and maintain office supply inventory;
- Create and maintain timelines for mailings, including coordinating with other departments as necessary to ensure timely production of personalized volunteer and donor acknowledgements;
- Maintain department calendar and track vacation, events, retreats, holiday coverage, and desk coverage during staff time off;
- Track performance development plans for department staff;
- Coordinate events, including: conferences, retreats and work groups;
- Ensure documentation is routed between GLIDE buildings, signed by the necessary individuals, and processed quickly and correctly;
- Meet professional obligations through efficient work habits such as: meeting deadlines, honoring schedules, attending and actively participating in staff and individual meetings.
- Able to be effective and flexible in a highly fluid environment. Able to assess and calibrate to highly nuanced situations and take appropriate actions;
- Able to consistently produce accurate and professional work-product, attention to detail is essential;
- Excellent interpersonal skills. Ability to establish and maintain effective working relationships with those contacted in the course of work;
- Possesses the ability to multi-task and prioritize conflicting deliverables or objectives within specific timelines, and to work independently on deadline-critical projects;
- Sound judgment, including the ability to maintain total confidentiality concerning highly sensitive information and the ability to act with discretion at all times;
- Strong proactive sense of initiative and follow-through, allowing needs and/or problems to be detected early when possible, and to be addressed promptly and successfully;
- Works well under pressure. Ability to operate with purpose, urgency and accuracy;
- Demonstrates Cultural Humility. Has the ability to work effectively across cultures;
- Demonstrates a commitment to learning, communicating and working respectfully with people different from themselves;
- Commitment to the mission, values and philosophy of Glide.
EDUCATION and/or EXPERIENCE:
- BA degree and 3+ years' executive administrative support experience or an equivalent combination of education and related experience;
- Knowledge of administrative systems and procedures such as word processing, managing soft and hard files and records, and other office procedures;
- Experience supporting initiatives through the provision of project management in a non-profit setting desired.
CERTIFICATES, LICENSES, REGISTRATIONS:
- Exceptional grammar, writing, editing, and proofreading skills. Meticulous attention to detail required;
- Excellent verbal communication skills are essential. Ability to communicate with high level donors, different levels of staff and various cultural and ethnic groups in a diplomatic, professional, and effective manner.
- Basic mathematical skills
- Advanced skills in MS Office including strong Outlook, Excel, Word, PowerPoint;
- Experience with Adobe Acrobat Professional, Illustrator, and/or Photoshop helpful.
The physical demands described here is representative of that which an employee encounters while
performing the essential functions of this job. Reasonable accommodations can be made to enable
individuals with disabilities to perform the essential functions.
- Ability to see details of objects at close range;
- Ability to hear within normal range, and communicate effectively in person or via telephone in a manner which can be understood by those with whom the person is speaking, including a diverse population;
- Ability to use standard office equipment, and access, input and retrieve information from a computer. Ability to use keyboard with manual and finger dexterity and wrist-finger speed sufficient to perform repetitive actions efficiently for extended periods of time;
- Requires physical ability to sit and keyboard for long periods of time (stationed at computer 75% of work time);
- This person must take frequent short breaks, integrate stretching into her/his daily duties to avoid musculoskeletal disorders;
- Activities that occur frequently are: standing, walking and handling. Activities that occur occasionally are: climbing staircases. Activities that occur infrequently are: bending, squatting, crouching, kneeling, twisting, reaching straight, above, and below shoulder level with both shoulders individually or at the same time, carrying and lifting up to 25 pounds;
- Ability to move about. Will come and go from the work area repeatedly throughout the day. Ability to move quickly to address emergency or potentially dangerous situations.
The work environment described here is representative of that which an employee encounters while performing the essential functions of this job. Reasonable accommodations can be made to enable individuals with disabilities to perform the essential functions.
- Fast paced, with frequent interruptions, demanding, social services office environment;
- Noise level is moderate to noisy and lighting is conducive to completion of work;
- The employee may be exposed to air borne pathogens;
- GLIDE’s buildings are located in the Tenderloin. Due to our surroundings, it is important to always be aware of what’s going on around you while walking around the neighborhood. GLIDE maintains an "open door" policy to the community and its clients, who frequently enter and leave the building.
Minimum Education Required
How To Apply
GLIDE is an Equal Opportunity Employer.
All qualified applicants will receive consideration without discrimination on the basis of race, color, religion, gender, national origin, ancestry, age, marital status, pregnancy, medical condition, disability, or sexual orientation. As an equal opportunity employer, we are committed to identifying and developing the skills and leadership of people from diverse backgrounds. People of color, differently-abled people and LGBT persons are strongly encouraged to apply.
Please send your resume to firstname.lastname@example.org for immediate consideration. Help us get to know you by including a note about yourself, plus any additional info that might be relevant!