Hours per week: 35

Reports to: CEO, Executive VP and Office Manager

Created/updated: May 2025

In-person position

Job Purpose

Provides administrative support to CEO, Executive VP, Office Manager, Program Manager, Board Chair, Board Vice-Chair, and Board members in a manner that ensures security, integrity and confidentiality of data and organizational effectiveness.

Primary Duties:

General Administrative

• Support for CEO, Executive VP, Office Manager
• Scheduling meetings and maintaining calendars
• Making requests and gathering information from partners, stakeholders, and community leaders as requested
• Answering phones, directing calls, taking messages
• Greeting guests and visitors
• Prepare correspondence and outgoing mail
• Receiving incoming mail and processing as needed
• Work with office manager to maintain paper files
• Scheduling travel and making travel reservations
•  Attending meetings, keeping notes (informally and for legal meetings such as board and committees), and to do items and action items.
• Maintain CRM (Donor/Contact) Database ensuring contacts are added/updated as needed.

Data

•  Prepare needed data-related reports pulled from the GoodSchoosRoc common application.
•  Make recommendations of relevant, contemporary data
•  Share agreed upon data with school community

Board

• Admin support for chair, vice chair, secretary, treasurer and board and committee members as relates to scheduling meetings and assistance with preparing agendas and minutes
• Work with board chair to ensure board meets legal requirements for annual meetings membership, etc.
• Maintaining all policies and procedures for the board and organization.
• Maintaining the board binder with updates as needed.

Development

• Preparing mail lists, merging, preparing mailings for annual fund
• Documenting and processing all donations and grants, including processing all thank you’s and receipts, monitoring all grant agreements/restricted funds and tracking expenses against them
• Processing incoming donations and grants from individuals, businesses, and foundations: Notifying staff of donation, recording in CRM database, preparing and sending gift receipts and thank you letters.

GoodSchoolsRoc

• Assist with setting up and running events
• Assist with routine program admin

Education

· Associate’s degree in secretarial science and two years related experience or equivalent combination of education and experience.

Skills and Qualifications

· Strong administrative and organizational skills

· Proficiency with all elements of MS Office applications

· Skilled in data analysis

· Knowledge of Google for Work accounts, Google Mail, Contacts, and Calendar a plus

· Verbal and written communication skills

· Problem solving ability

· Attention to detail

· Accuracy

· Flexibility

· Reliability

· Teamwork

· Ethical

· Customer service oriented