Status: Non-exempt and Part-time, approximately 15 hours/week with some flexibility in scheduling and room for future growth
The Fund for Nonviolence (FNV), founded in 1997, is a non-endowed private foundation based in Santa Cruz, California. FNV currently has two grantmaking programs with the aim of reaching our broader mission: The Fund for Nonviolence cultivates and supports efforts to bring about social change that moves humanity towards a more just and compassionate coexistence. FNV’s grantmaking priorities focus on social justice for marginalized communities and, in particular, on elevating the voices and leadership of people from those communities.
The Administrative Assistant assists in the effective operations and management of the Fund for Nonviolence (FNV). The Administrative Assistant carries out general administrative operations for the Fund for Nonviolence, providing valuable support to executive, board, grantmaking, and financial functions. The Administrative Assistant must have an understanding of and commitment to the Foundation’s core values.
In coordination with President/CEO and Program and Operations Director:
Provide ongoing executive support to the President/CEO and work on special projects as needed.
Establish, organize, and maintain the President/CEO’s files.
Manage the President/CEO’s calendar, including arranging calls, meetings, and travel as needed.
Draft occasional correspondence or memos.
Support the Board of Directors with logistical, scheduling, and technical support for in-person and remote meetings, and produce minutes as needed.
Maintain electronic and hard copy files of Board Minutes.
Build and maintain strong, collaborative working relationships with staff and Board of Directors.
In coordination with Senior Financial Consultant and President/CEO:
Enter employees’ credit card charges, reconcile statements with receipts, and follow up with staff as needed.
Submit and track requests for payment.
Organize account statements and receipts.
Provide monthly billing for sublease; collect and deposit rent.
Assist with preparation and provision of materials for annual audit and state and federal filings.
Oversee and orchestrate the efficient workings of the FNV office:
Ensure day-to-day operations, including general administrative work, are well handled, including correspondence (postal, electronic, voice messages).
Provide general administrative and clerical support, including occasional photocopying and errands.
Monitor the inventory of office supplies and re-order cost-effectively as needed.
Handle light reception duties, including answering the phone.
Maintain files, organizational records and resource materials.
Ensure office equipment is in good working order (computers, printers, back-up systems, etc.).
Work with IT consultant to keep abreast of communications technology; vet and implement improvements and efficiencies.
Ensure proper functioning of internet, communications and technology systems.
Oversee FNV website updates.
Support the full staff team with organizational and scheduling support.
Schedule staff and committee meetings as needed.
Participate in full-staff meetings, offering ideas and support.
Suggest process improvements that streamline operations, improve cost-effectiveness and efficiency, and ensure excellence and accuracy.
Take on ad-hoc projects as needed.
Ensure the day-to-day office environment is well functioning and pleasant.
Coordinate cleaning and maintenance of office.
Handle all aspects of sublease, including:
Communications with subtenant
Recruitment and orientation of new subtenants as needed
Serve as emergency contact and coordinate appropriate responses
In coordination with program staff:
Oversee FNV’s use of the online grants management system, including ongoing improvements to ensure its effectiveness, serving as liaison between Foundation Source and FNV staff.
Manage incoming electronic proposals and reports.
Generate and track grant agreements.
Track grant payments and processing.
In coordination with program staff:
Support program planning as needed.
Arrange logistics for occasional convenings or other programmatic meetings.
Experience in an executive support or office administration position
Excellent attention to detail and strong commitment to ensuring accuracy
Strong organizational skills
Strong interpersonal, oral and written communication skills
Aptitude for and comfort with numbers and basic math
Computer savvy and proficient in Microsoft Word and Excel, Google Drive, email applications and web navigation and search
Ability to work effectively under pressure and meet deadlines without sacrificing accuracy
Ability to prioritize tasks
Ability to organize and manage multiple tasks simultaneously
Willingness and ability to work with minimal supervision and adapt to shifting priorities
High standards of ethics and integrity
Tact, discretion, and sensitivity to confidentiality
Flexibility, positive attitude, and an affinity for teamwork
Demonstrated values consistent with the mission and vision of FNV
Accounting or bookkeeping experience and/or training
Experience with WordPress
Experience working in a foundation or other nonprofit
Equal Opportunity Employment
To more effectively address social, economic and political inequities in the process of fulfilling our mission, the Fund for Nonviolence seeks to include and be informed by members of historically marginalized groups in every aspect of our work. As we implement affirmative action policies, we will seek out qualified individuals whose lives are rooted within diverse communities.
APPLICATION & DEADLINE
To apply, please email a resume and cover letter describing your qualification and interest in the position, with the subject line: Administrative Assistant to: firstname.lastname@example.org.
Please apply by 11/15/19. Applications will be reviewed on a rolling basis until the position is filled.