Program & Administrative Assistant

HCBF seeks a dynamic and organized Program and Administrative Assistant to join our team. This role plays a vital role in supporting our nonprofit's operations, encompassing responsibilities ranging from program support, executive assistance, to general administrative tasks. To learn more visit www.hcbf.org. 

Please note that this position is classified as at-will employment, offering flexibility for both the employee and the organization. Please note that the Program and Administrative position at Harbor Community Benefit Foundation (HCBF) is classified as at-will employment. This means that either the employee or the organization may terminate the employment relationship at any time, for any reason, with or without cause.

 Essential Duties & Responsibilities:

 PROGRAM SUPPORT (20%)

§  Provide administrative support to the Program Director, including calendar management, scheduling meetings, and email management.

§  Collaborate with the Program Director to coordinate program logistics, including scheduling, support applicant and grantee communications and document management.

§  Aid in program-related research, data collection, and reporting.

§  Contribute to the development of program materials and content.

EXECUTIVE ASSISTANCE (60%)

§  Provide administrative support to the Executive Director, including calendar management, scheduling meetings, email management and document-compliance management.

§  Assist in drafting and proofreading documents, correspondence, and reports.

§  Assist in managing inquiries and correspondence with stakeholders.

§  Support Executive Director with monitoring team/project-management cloud-based applications (including, but not limited to: Monday.com; Act!; and MS Outlook-Calendar). 

§  Assist in board meeting preparations, including agenda creation, document distribution, and meeting logistics.

§  Accurately record and transcribe meeting minutes, ensuring timeliness.

§  Maintain board records, documents, and communications.

§  Attend monthly Board of Directors meetings (held the fourth Friday of each month).

GENERAL ADMINISTRATIVE (20%)

§  Perform general office tasks such as filing, data entry, and office supply management.

§  Professionally answer and direct phone calls, emails, and inquiries.

§  Occasional website updates/edits.

§  Create content and execute distribution of mass emailed communications.

§  Maintain a clean and organized office environment.

 Requirements/Qualifications:

•  High school diploma or equivalency required; bachelor’s degree preferred.
• Prior experience in administrative support roles.
• Strong organizational and time-management skills.
• Excellent written and verbal communication skills.
• Proficiency in entire Microsoft Office Suite (Excel, Word, PowerPoint, Outlook) and other relevant software and cloud-based applications (Monday.com, Act!, Smartsheet, etc.)
• Ability to multitask and effectively prioritize responsibilities.
• Commitment to and understanding of the foundation's goals and values.
• Excellent analytical skills, attention to detail, and ability to manage the administrative affairs of senior leadership.
• Effective communication and interpersonal skills, with the ability to collaborate with diverse stakeholders (internally and externally).
• Highly professional acumen and demeanor.

Application Procedure:  Interested candidates must complete the application via Submittable (cover letter, resumes and/or CVs will be uploaded within the application). Do not contact HCBF Staff or affiliates.

Compensation: This is a full-time position (40 hours per week) and does include benefits. Compensation is based on experience and relevant qualifications within the range of $20-$25 per hour.

Equal Opportunity Employer:

HCBF is an equal opportunity employer.                        

Interested candidates must complete the application via Submittable (cover letter, resumes and/or CVs will be uploaded within the application). Please do not contact HCBF Staff or affiliates.