YES: Executive Administrative Assistant

YES is seeking an enthusiastic, proactive Executive Administrative Assistant to join our team. The ideal candidate is a highly collaborative, experienced communicator and task manager - an organized team member who supports operations, fundraising, finance, and the Executive Director. This person approaches their responsibilities with thoroughness and a strong connection and commitment to place-based work and racial equity.

The Executive Administrative Assistant works across the administrative and fundraising departments and thrives when they are self-starting and proactive. The ideal candidate is able to balance the needs of multiple projects and people; they are equally happy to take on complex project-based work and mundane tasks. They are able to treat everyone, from youth participants to Board members with respect and kindness.

The position works both on and off site, and reports to the Director of Finance and Operations.

KEY RESPONSIBILITIES

Executive Support (40%)

• Manage the Executive Director’s calendar
• Monitor and screen the Executive Director’s emails, prioritizing, redirecting and responding as needed
• Meet with the Executive Director as needed to conduct follow-up tasks
• Update and track Executive Director deliverables in Asana

Project Management (35%)

• Set up and maintain the Board portal (meeting agendas, minutes, roster)
• Prepare board meeting packets and logistics bi-monthly
• Prepare materials for meetings with donors as needed
• Support fundraising event planning, setup, clean up, etc.
• Attend meetings and take notes, capturing next steps and action items
• Follow up on projects, tasks and timelines, reminding staff, board and consultants of upcoming due dates and action items

Data Management and Report Generation (10%)

• Complete bank deposits and credit card income deposit forms weekly
• Process bills weekly
• Prepare financial reports for board and leadership
• Maintain donor database in Salesforce, recording pledges and payments
• Prepare donor reports as requested
• Prepare and send donor acknowledgements

Research and Writing (5%)

• Conduct and summarize prospect research including biographies and giving histories for major donors
• Research, recommend and act as the main point of contact for office vendors

Office Management (5%)

• Keep inventory of and order office and program supplies
• Manage organization wide calendars and email accounts
• Act as the main point of contact for office vendors
• Aid in the preparation of and move to temporary office space
• Manage Zoom account users

Organizational Leadership (10%)

• Committed to the organization’s vision, mission, and values and communicates YES’s strategic direction to staff, constituents, and partners.
• Actively participates in organization wide Equity, Inclusion and Diversity work.
• Attends staff meetings, participates in special projects, task forces, and actively contributes to the organization’s Strategic Plan.
• Participates in trainings related to professional development, leadership, non-violent communication, anti-Black racism, and other relevant areas.
• Engages in team meetings focused on promoting self-care and fostering connections.
• Participates in collaborative events and conferences that are relevant to their role and represents the organization effectively.
• Contributes content, such as program summaries and anecdotes, to communications and fundraising campaigns.

Physical demands

The position requires frequent use of computer and handwritten work; requires prolonged sitting or standing through the course of the workday; requires the ability to bend, lift and carry up to 30 lbs over short distances.

QUALIFICATIONS

• Demonstrated experience in project management including accurate notetaking, assigning and tracking action items, coordinating contributors and ensuring follow-up
• Experience with management tools (such as Asana)
• Demonstrated comfort and fluency with Excel, GoogleSuite, databases and other types of productivity software
• Ability to discern information and identify priorities
• Ability to practice discretion and sound judgment
• Diplomatic and professional approach to problem solving
• Outstanding organization and attention to detail
• Excellent writing skills
• Ability to communicate effectively with a variety of audiences who hold a variety of levels of power
• Previous billing/accounting experience
• Previous event management experience
• Available to work both on and off site

OTHER DESIRED QUALIFICATIONS

• Familiarity with the Richmond community and/or other Communities of Color.
• Appreciation for the outdoors and the positive impact that nature plays in people’s lives.
• Bilingual English/Spanish