What are the responsibilities and job description for the Assistant to the Executive Director position at Doctors Without Walls - Santa Barbara Street Medicine?

Job Title : Assistant to the Executive Director

Reports to : Executive Director

FLSA Status : Full time , Exempt Schedule : Monday - Friday Hours Flexible – In Office

Compensation : Competitive / Commensurate with experience. Holiday, vacation, and sick pay. Stipend towards health benefits.

The mission of Doctors Without Walls-Santa Barbara Street Medicine (DWW) is to provide free, volunteer medical care for the most vulnerable, underserved populations in Santa Barbara County, when and where they are in need, including in times of disaster and to provide education and training for DWW volunteers and others, in order to promote the excellent practice of humanitarian medicine in our own community.

Our Values

Deliver excellent service : We strive to provide exceptional client service through listening to our clients, providing efficient services, and innovative solutions resulting in value for our many stakeholders.
Pursue growth and learning : We invest in our people so they can continue to build skills and perspectives that enrich the work we do.
Build honest relationships and communication : We believe honesty leads to strong relationships built on a foundation of trust.
Nurture a safe work environment : We have a collective commitment to emphasize safety over competing goals to ensure the protection of people and our environment.
Inclusiveness and diversity : We honor the inherent value of every individual’s unique story, experience, and perspective. We strive to amplify the voices of our staff, community, and stakeholders and to create a safe and inclusive environment.

Position Objective : The Assistant to the Executive Director will provide administrative and program support to the Executive Director. This position will prepare for a possible transition to the Executive Director position.

Position Summary

The Administrative Assistant to the Executive Director will provide high-level administrative support to the Executive Director, facilitating the efficient operation of the organization. This role requires a proactive, organized, and detail-oriented individual who can manage multiple tasks and prioritize effectively. The Administrative Assistant will handle a variety of responsibilities, including scheduling, communication, and document management, ensuring that the Executive Director can focus on strategic leadership and mission-critical activities.

Essential Job Functions & Duties

Administrative Support :

Manage scheduling meetings with key stakeholders, donors, community leaders, and staff.

Coordinate meetings and events for the Executive Director

Prepare, edit, and proofread correspondence, reports, presentations, and other documents as needed.

Provide backup support to the Assistant to the Board with office operations

Assist Volunteer Coordinator with semi-annual recruitment of volunteers, orientations and training.

Assist Volunteer Coordinator with Student Leaders and Volunteers on Program Needs and Implementation.

Work with DWW staff and volunteers on policies and procedures, program manuals, training documents and other necessary documentation.

Assist in supervising Bookkeeper and Billing Clerk.

Work with Communication Coordinator on press releases, website updates, and public relations presentations.

Arrange travel for Street Medicine conferences.

Meeting Coordination :

Schedule, organize, and attend meetings as needed, taking minutes and ensuring follow-up on action items.

Prepare agendas, presentations, and supporting materials for meetings

Ensure that meetings run smoothly and are productive, with all necessary information provided beforehand.

Document Management :

Maintain a grants and reports calendar always ensuring timely submission of documents.

Organize and maintain confidential files and records, including both paper documents and efile documents, ensuring proper filing and quick retrieval.

Assist the Assistant to the Board in the preparation of materials for Board meetings, donor meetings, and other key events.

Maintain and update organizational documents, including strategic plans, budgets, and reports.

Assist in the preparation and distribution of financial reports, annual reports, and other key documents

Track and follow up on important tasks and deadlines to ensure completion in a timely manner.

Special Projects :

Support the Executive Director in the execution of special projects, including fundraising campaigns, marketing initiatives, and program development.

Conduct research, gather data, and provide analysis to assist in decision-making.

Coordinate with other staff and departments to ensure the successful implementation of these projects.

Skills & Abilities :

Proven experience as an administrative assistant or similar role, preferably in a non-profit or community-focused organization.

Strong organizational skills with the ability to multitask and prioritize workload effectively

Excellent written and verbal communication skills, with attention to detail and accuracy.

Proficiency in Gmail, Google Docs, Google Drive, Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with project management tools.

Ability to maintain confidentiality and handle sensitive information with discretion.

Strong interpersonal skills, with the ability to work collaboratively with diverse groups of people.

A proactive and flexible approach to work, with the ability to adapt to changing priorities.

Preferred Qualifications :

Basic knowledge of fundraising, marketing, and public relations principles.

To Apply : Please send CV or Resume along with three references to

Email : maggiesanchez@sbdww.org

mail or drop off 10am – 2pm Monday – Thursday,

Doctors Without Walls – Santa Barbara Street Medicine, 220 W. Canon Perdido Street, Suite 3, Santa Barbara, CA 93101

Apply for this job

Receive alerts for other Assistant to the Executive Director job openings

Assistant to the Executive Director

What are the responsibilities and job description for the Assistant to the Executive Director position at Doctors Without Walls - Santa Barbara Street Medicine?

What is the career path for a Assistant to the Executive Director?

Not the job you're looking for? Here are some other Assistant to the Executive Director jobs in the Santa Barbara, CA area that may be a better fit.

We don't have any other Assistant to the Executive Director jobs in the Santa Barbara, CA area right now.

AI Assistant is available now!