Administrative Assistant

The East Palo Alto Academy Foundation is seeking a highly motivated, highly organized individual to manage the operational and administrative tasks of EPAAF. The ideal candidate is a self-starter who shows initiative, collaborates well with others, and holds a strong belief in the EPAA and EPAAF missions and educational model. Reporting directly to the executive director, this role performs multiple administrative functions and supports the general operations of EPAAF.

RESPONSIBILITIES:

General Operations

• Manage EPAAF shared calendars and provide scheduling support for the executive director as needed
• Provide logistical support for EPAAF board, committee, and team meetings, including scheduling; taking, editing, and correctly filing meeting minutes; creating agendas and slide decks; and meal planning if needed
• Maintain organization of EPAAF policies and procedures and board-related documents
• Manage the yearly retention and destruction of EPAAF sensitive documents
• Manage Google Drive and operations software
• Manage office supply inventory and ordering
• Pick up and scan the mail weekly and run other errands as needed

Finance

• Update and maintain financial tracking documents
• Process bills, invoices, and staff reimbursements
• Perform monthly reconciliation in conjunction with accountant

Development

• Input donations and send thank you notes to donors
• Support with communications and solicitations, including preparing lists, mail-merging letters and labels, packing, and shipping/mailing
• Master and manage email lists and service platform(s) for communications & events
• Provide logistical support for events and other donor engagement opportunities

Programs

• Create and send scholars their funding election forms quarterly/semesterly
• Prepare and process scholar funding requests
• Input and process scholar survey and application data
• Create scholar files for the new cohort each year

SKILLS AND CHARACTERISTICS

• Strong interpersonal skills and personal integrity
• Excellent oral and written communication skills; demonstrated ability to edit and proofread effectively
• Strong organizational skills with close attention to detail
• Strong typing skills
• Proficient in using the internet (including navigation of various SaaS platforms)
• Proficient in Microsoft Office (including mail merge), Google Workspace, prior experience with Salesforce is a plus
• Ability to problem-solve and troubleshoot
• Comfortable and confident in working with first-generation college students
• Comfortable discussing issues of race and class, as well as an understanding of the obstacles and conditions facing underserved youth in our community
• Able to thrive in a small team environment
• Able to work autonomously yet take direction and provide support as needed
• Able to manage priorities and deadlines
• Able to maintain confidentiality
• Excellent work ethic and can-do attitude