Subscribe Today

We will keep you with useful tips, guides and secrets everyday. Get it soon.

Spam free & Secure :)

Administrative Assistant (Archstone Foundation)

 In Job Postings

General Description:  The Administrative Assistant provides administrative support to the Foundation, working directly with the Executive Assistant & Bookkeeper and Program team.  The Administrative Assistant serves as initial contact for the Foundation and performs a variety of general clerical duties. S/he must be comfortable with computers, general office tasks, and excel at both verbal and written communication.

Primary Responsibilities:

  • General office duties such as filing, scanning and copying documents, and general correspondence;
  • Monitors office supply inventory, orders office supplies, and other materials as necessary;
  • Maintains the office reception area, kitchen/breakroom (purchasing and restocking supplies), board room, and workroom, including: copier/printer/fax machine;
  • Processes requests for material, including: annual reports and publications;
  • Answer telephones (screening and routing callers as appropriate) and greet visitors,
  • Processes incoming, outgoing and overnight express mail;
  • Orders Foundation business cards, letterhead and envelopes;
  • Coordinates meeting and event logistics (hotel, flights, rental cars) for staff, presenters/speakers, and Board Members as requested;
  • Coordinates catering, parking, and room set-up for all in-house meetings;
  • Assists with logistics pertaining to offsite Board meetings, and special events;
  • Updates the Calendar Year of Activities for staff meetings;
  • Attends monthly staff meetings;
  • Assists with the coordination of on-site and off-site storage retrieval, transfer and tracking; and
  • Completes other duties as assigned.

Assistance with Bookkeeping:

  • Assists in processing check requests for monthly operating expenses, quarterly directors’ fees, and expense reimbursements for staff and Board members;
  • Assists with the monthly credit card statements payment processing;
  • Processes credit card receipts for staff pre and post travel as requested;
  • Assists with bank deposit transactions;
  • Copies monthly bank reconciliations for all bank accounts; and
  • Assists with preparations leading to the Foundation’s monthly accountant’s visit.

Assistance with Program:

  • Supports Foundation’s grantmaking process, including logging in payment information, generating payment letters, binder assembly for Letter of Inquiry (LOI) staff review meetings, and maintaining filing systems;
  • Assists with production, assembly, and shipping of Board and Committee meeting materials (including updating and printing of Binder cover sheets;
  • Assist program staff with preparing binders for proposal reviews for annual conferences; and
  • Assists program staff with scheduling conference calls, site visits, and other various meetings.

Assistance with Communication:

  • Responds to Foundation’s electronic inquiries initiated through the website;
  • Updates and maintains the Foundation’s e-mail database;
  • Assists Communications Officer with special communication projects as needed;
  • Sets up for and schedules calls and meetings;
  • Supports the Foundation with its social media as needed;
  • Attends monthly communications meetings; and
  • Provides research support via internet.

Qualifications:  The individual shall have excellent administrative, organizational, confidentiality, written and oral communication skills.  The individual shall also possess a strong work ethic, high energy level, be detail orientated and know how to work collegially as a member of a team. 

Minimum Experience:

  • Two years of administrative support experience in multi-task, deadline-orientated environment, preferably in a non-profit or grantmaking organization;
  • Proficiency in E-mail, Microsoft Word, Outlook, Excel, and Power Point;
  • Proficiency with multi-line phone system;
  • Quickbooks, Salesforce, Twitter, and LinkedIn experience (preferred but not required);
  • A solid understanding and ability to work with database programs/platforms;
  • Proficiency in written and oral communication;
  • Good interpersonal and communication skills to effectively interact with co-workers, prospective grantees, Board members, and the general public; and
  • Ability to work under pressure.

Minimum Education:

  • A.A. or equivalent experience.

The Administrative Assistant reports to the Foundation’s Executive Assistant & Bookkeeper.

Compensation:  Based on experience and qualifications.  Benefits include medical, dental, long term disability insurance; 403b retirement plan with match; vacation, sick leave and holidays; parking and mileage.

Please submit a resume and cover letter via e-mail attention:

Connie Peña

Archstone Foundation

301 East Ocean Blvd

Suite 1850

Long Beach, CA 90802

cpena@archstone.org

www.archstone.org

Recent Posts
Contact Us

We're not around right now. But you can send us an email and we'll get back to you, asap.

Not readable? Change text. captcha txt