The Administrative Assistant reports directly to the Director of Regional Operations and provides scheduling coordination for the front desk reception staff as well as administrative support to the Director of Regional Operations, the Chief Program Officer and the Grants Administrator. The ideal individual will have the ability to exercise a high level of good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The Administrative Assistant must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.
This is a part-time, 24 hours/week position, located in San Jose, California and reports to the Director of Field Operations.
Chapter Administration and Programs
* Provide a broad variety of office management and executive administrative tasks
* Provide high-level support to Director of Regional Operations, the Chief Program Officer and the Grants Administrator
* Arrange conference calls and meeting logistics
* Prepare agendas and compile documents and presentations for meetings
* Prioritize conflicting needs; handle matters expeditiously, proactively, and follow-through on projects to successful completion, often with deadline pressures.
* Work at reception as scheduled and assist with breaks and lunches
* Handle and maintain confidential documents
* Manage updates to Chapter organization charts.
* Compose and prepare correspondence
Grants Administration Support
* Prepare cover sheets for submissions of budgets, grant proposals and/or contracts with grantor for approval by home office.
* Following approval, obtain appropriate signatures and send originals to the grantor as requested.
* Maintain electronic files for active grants, recent proposal submissions, and historic grants.
* Assemble grant proposal packages to ensure everything on checklist is included.
Culture of Collaboration
* Fully engage in a culture where team collaboration is highly valued
* Work as a team to accomplish, if not exceed, organizational goals in the National Strategic Plan
* Participate in signature fundraising events
* Walk to End Alzheimer’s staff team and personal fundraising goals
* Work at least one Walk to End Alzheimer’s on a weekend
* Participate in The Longest Day
* Respond to public policy calls to action & participate in advocacy days
* Enhance our culture of diversity and inclusion in all aspects of the job
* BA/BS Degree required
* 3-5 years of senior level administrative support and/or office management, preferably in a non-profit environment
* Robust listening and diplomacy skills
* Ability to handle confidential information with discretion
* Ability to work independently and only under general supervision.
* Demonstrated proactive approaches to problem-solving with strong decision-making capability
* Original and independent thinking in originating new or improved methods, procedures, or ideas.
* Strong organizational skills that reflect ability to perform and prioritize multiple tasks and competing demands seamlessly with excellent attention to detail
* Strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners and donors
* Superior business, written and oral communication skills,
* Ability to write, create reports and compose correspondence for executive signature
* Strong level of proficiency with the use of Microsoft Office, specifically Word, Excel and PowerPoint, Adobe Acrobat, Google Apps including Gmail, Google Calendar, Drive and Docs and social media web platforms; ability to rapidly lean new software
* Willing to work occasional weekends and evenings for special events
* Ability to travel by car throughout the Chapter territory on occasion
* Ability to bend, stoop, lift and transport up to 25 lbs. of materials.
Job Reference #: 3749