Administrative Assistant [United States]

 

ADMINISTRATIVE ASSISTANT, OFFICE OF THE PRESIDENT - LOS ANGELES, CA - FOR CHILDREN'S HUNGER FUND, A FAITH-BASED NON-PROFIT

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The ADMINISTRATIVE ASSISTANT provides timely and efficient general office support for the Office of the President, under the guidance and direction of the Executive Assistant, Office of the President. As this position is a representative of the top executive offices of the organization, responsibilities must be conducted with high quality, in a professional, compassionate, and courteous manner, consistent with CHF’s mission, distinctives, values, and statement of faith.

RELATES CLOSELY WITH: Office of the President team; Administrative Staff

ESSENTIAL DUTIES & RESPONSIBILITIES:

• Provide general administrative support as directed by Supervisor for the Office of the President (which includes providing support for the Supervisor). This includes but is not limited to: graciously and efficiently handle incoming/outgoing communications, schedule meetings/appointments, handle meeting arrangements and setup (e.g., room preparation, video/web conferencing, handouts, refreshments), make travel arrangements, copying/printing/shredding, prepare and manage documents, and set-up and manage filing systems.
• Professionally, compassionately and courteously manage incoming inquiries and information for the Office of the President (e.g., phone, voicemail, visitors), taking messages/forwarding/handling as appropriate.
• Enter and maintain data in Salesforce, CHF’s donor management software, as well as on various spreadsheets, with accuracy and timelines.
• Support the preparation and implementation of Board meetings.
• Complete special projects as requested by Supervisor.
• When not working on other tasks or assignments, address items on the project list provided by Supervisor. Provide general Administrative support to additional departments as requested and agreed upon by Supervisor.
• Serve as the primary backup for the Receptionist, regularly supporting rest and meal breaks, and as needed for vacation or sick leave.
• Maintain a welcoming and presentable department area and atmosphere that honors the Lord and represents CHF well to visitors.
• Participate in Administrative Team meetings, provide suggestions that facilitate teamwork, effectiveness, and efficiency, and further the mission of CHF.
• Attend, participate in, and/or assist as required in CHF organizational events such as Staff meetings, fundraising banquets, celebration lunches, annual Christmas parties, President’s events, etc. specifically in the area of hospitality and guest communication.
• Oversee staff/volunteer specialists/interns/work-study students who serve in the department.

EQUIPMENT:

• Standard Office Equipment (telephone, computer workstation, printer, copier, scanner, fax, shredder, calculator)

WORK ENVIRONMENT:

• Primarily: office; Occasionally: warehouse, public venues

PHYSICAL DEMANDS:

• Constantly think and exchange accurate information verbally and in writing, such as by telephone, email, or in- person
• Constantly operate a computer and other office machinery as noted above
• Frequently remain in a stationary position, seated or standing, up to 80% of the time
• Frequently move about the office to access file cabinets, attend meetings, utilize office machinery, deliver or obtain information and supplies
• Occasionally lift up to 25 lbs. (e.g., moving/carrying/placing file boxes or event equipment/supplies)

MINIMUM QUALIFICATIONS (KNOWLEDGE, SKILLS, ABILITIES):

• Confesses Jesus Christ as Savior and Lord; active member of a gospel-centered, Christian local church; demonstrates ongoing growth in Christian maturity
• Associate degree in business or office operations, or equivalent knowledge or experience
• Prior experience in executive administrative support and/or office operations; non-profit experience preferred
• Spirit of hospitality, with professional appearance and communications skills (written and verbal)
• Trustworthy, able to maintain appropriate confidentiality of donor and ministry information
• Reliable in attendance and timely completion of work/projects
• Able to manage multiple projects simultaneously, prioritize, and be organized
• Proactive with demonstrated ability to independently develop and implement appropriate solutions as needed, such as for new projects and/or when direction is unavailable
• Flexible, able to positively adapt to the changing needs of CHF’s ministry
• Able to graciously and effectively communicate CHF’s mission, values and programs and direct inquiries appropriately
• Strong computer skills (MS Office, Internet); able to quickly learn new software applications
• Experience in travel arrangements is a plus
• Bilingual Spanish/English is a plus

NOTE: The statements above are intended to describe the general nature and level of work involved for this job and are not intended to represent an exhaustive list of responsibilities, qualifications, work environment and/or physical demands. You will be required to perform other duties as assigned.

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