Database and Administrative Assistant

Reports to: Chief Advancement Officer

Supports: The Chief Executive Officer and the Chief Advancement Officer

FLSA: Exempt

AGENCY OVERVIEW

JVS is a non-profit, non-sectarian agency. Our mission is to empower individuals from diverse communities to find employment and build careers and to partner with employers to hire, develop, and retain productive workforces. JVS provides a broad range of services including adult education, skills training, job readiness training, job placement and support, and access to post-secondary education. JVS assists employers in their search for well-qualified job applicants and their initiatives to upgrade the skills of their incumbent workforce.

POSITION SUMMARY

The Database and Administrative Assistant serves as a strategic resource for managing JVS’s donor database, reporting on fundraising metrics, and providing administrative and office support to the CEO and Chief Advancement Officer (CAO). This role oversees database functions, generates donor acknowledgment letters, and provides comprehensive support for JVS’s fundraising and governance activities. Additionally, the Database and Administrative Manager coordinates Board of Directors meetings, schedules, and associated tasks, maintaining strong Board relations. This position works closely with the VP of Philanthropy and sits on the Advancement Team.

ESSENTIAL JOB FUNCTIONS:

Database Management & Reporting (40%)

• Serve as the primary administrator for the donor database, ensuring accurate and up-to-date data entry, maintenance, and reporting.
• Generate reports on fundraising metrics, including tracking the progress of the annual campaign, event fundraising activities, and grant payments.
• Provide data insights to inform fundraising strategies and decision-making.
• Develop and implement data hygiene protocols and oversee regular database audits to maintain integrity.
• Manage the production of donor acknowledgment letters and ensure timely communication with donors.
• Train staff on database best practices and provide technical support as needed.

Administrative & Communication Support (25%)

• Provide comprehensive administrative support to the CEO and CAO, including scheduling, travel arrangements (booking hotels, rental cars, conference registrations), and meeting preparation.
• Organize and prepare reports, presentations, and correspondence, ensuring all communications are triaged and handled effectively.
• Manage purchasing, reimbursements, and timesheets for the CEO and handle general administrative tasks like organizing materials, filing, and producing documents (PowerPoint, Excel, Word).
• Plan and take notes at Executive Team meetings and Leadership Team meetings

Board Relations & Coordination (15%)

• Maintain Board relations by managing meeting logistics, developing and maintaining an annual calendar for Board and committee meetings, and ensuring efficient communication between staff and Board members.
• Serve as the primary contact for Board members for administrative and scheduling inquiries.
• Organize and facilitate Board business meetings, the Annual Meeting, and other events.
• Oversee materials for Board operations, including maintaining the Board directory and Resource Manual, organizing new member orientations, and assisting with committees such as the Executive, Budget and Finance, and Leadership and Governance.
• Coordinate meeting logistics, including room reservations, catering, agendas, and materials distribution. Handle Zoom setup and manage attendance tracking for meetings.

CEO Scheduling & Calendar Management (10%)

• Manage the CEO's and CDO’s calendar comprehensively, scheduling meetings, responding to meeting invitations, and ensuring time management best practices are followed.
• Coordinate internal and external requests for meetings, confirming availability and scheduling appropriately to allow for sufficient breaks and travel time.
• Assist with managing the CEO’s speaking engagements, including follow-up for event talking points and ensuring all necessary materials are provided in advance.

Financial Reconciliation & Reimbursements (5%)

• Reconcile the CEO and CDO corporate credit card bill by collecting receipts, coding expenses, and ensuring approvals.
• Manage any necessary reimbursements for cash purchases and prepare corresponding documentation.
• Collaborate with the business department to complete the reconciliation process accurately and in a timely manner.

Project Support & Document Management (5%)

• Provide support for various projects, such as editing documents, conducting contact research, and formatting presentations as needed.
• Handle document printing and distribution, whether large-scale or specialized, and ensure all materials are prepared according to specifications.

Minimum Skills and Qualifications:

• Highly proficient in donor database systems (preferably Salesforce)
• BA/BS Business Administration/Management or previous executive-level administrative experience
• Experienced in Microsoft Office (Excel, Outlook, Word, PowerPoint)
• Outstanding organizational skills with exceptional attention to detail
• Confident self-starter: ability to prioritize, juggle multiple assignments and follow-through.
• Ability to troubleshoot and implement systems that contribute to an efficient working environment.
• Adaptability in working under pressure and with short-notice deadlines and last-minute changes.
• Up to date on technology innovations like helpful applications and social media platforms
• Strong interpersonal written and verbal communication skills
• Proven ability to work effectively with peers, the Board of directors, senior staff, volunteers, and the public.
• Ability to take ownership of a process; to use problem-solving skills to resolve issues.
• Ability to manage confidential information.
• Performs other duties as required.

Key Competencies:

• Handles all situations with professional capacity and diplomacy.
• Creative problem-solving and troubleshooting techniques.
• Exceptional customer service.
• High-level administrative skills and technological savviness
• Accountability and Results Focused
• Adapting to Change
• Building Relationships, Collaboration, and Teamwork
• Cultural Competency and Respect
• Communication Skills
• Strong Writing Skills
• Initiative
• Planning and Organizing
• Promotes External Relations

JVS CULTURE: JVS is strongly committed to diversity and a workplace environment that respects, appreciates and values employee differences and similarities. By providing and supporting a work culture that fosters and builds upon diversity and its strengths, JVS will better serve our local communities and continue to provide quality services.

JVS is an employment at-will organization and an equal opportunity employer committed to maintaining a work and learning environment free from discrimination on the basis of sex, race, color, religion, national origin, pregnancy, gender identity, sexual orientation, marital/civil union status, ancestry, place of birth, age, citizenship status, veteran status, political affiliation, genetic information or disability, as defined and required by state and federal laws. Additionally, JVS prohibits retaliation against an applicant or employee because he or she has engaged in protected activity under the statutes prohibiting discrimination in the workplace.