Administrative Assistant

JOB DESCRIPTION

TITLE: Administrative Assistant

REPORTS TO: Office Manager

This position is responsible for supporting the Administrative Department, which includes general office administration duties and communication with various projects. The role involves direct interaction with both project teams and funders. It requires a thorough review of requests and a keen interest in sophisticated problem-solving. Given the high volume of activities, it is essential that the candidate possesses strong multitasking skills. This role is Hybrid, combining both in-office (Calabasas, CA), and remote work, Monday through Friday 8:00 AM to 4:30 PM Pacific Time.

Due to SEE’s unique structure, which encompasses over 200 projects, there is an excellent opportunity to gain insight into various charitable missions and experience different approaches to addressing community issues.

Essential Duties and Responsibilities

· Support SEE Operations officers, directors and managers in timely email communications to projects

· Respond to project inquiries on a daily basis, which may involve complexity in the nature of the request

· Acquire basic knowledge in Administration, Accounting, Contract and Human Resource departments and incorporate into communications with projects and/or funders

· Backup for SEE office line phone support

· Contract tracking and email reminders to projects on a monthly basis

· Take mailings to the post office, occasional bank deposits and other off-site errands as needed

· Grant portal registrations and submission of materials as needed for grants, including fundraising requests and tracking reports at the end of the grant contract period

· Managing insurance requests to ensure SEE’s compliance in contracts and events as directed by Office Manager

· Special projects as needed including, but not limited to, support in the annual report, orientations, communications to vendors or funders

· Schedule appointments between SEE Operations staff and projects or vendors

· Annual state and city level filings for organizational compliance purposes, including but not limited to state vendor registrations, business licenses, state level tax exemptions

· Respond to organizational and operational matters as needed, including but not limited to annual audits and compliance reviews, new mandates that require policy formation

· Assist Office Manager in maintaining a clean, adequately stocked and safe office space

· Other duties as assigned

Knowledge, Skills, and Abilities

· Familiarity with non-profit structures, practices and organizational cultures, a plus

· Strong interpersonal and communication skills, both written and oral

· Attention to detail and accuracy are essential, along with a consistent history of reliability, confidentiality, and diligent work habits. Ability to work independently with little supervision

· Ability to organize and prioritize effectively

· Demonstrates meticulous attention to detail, ensuring a high level of accuracy.

· Ability to adapt and work efficiently in a rapidly changing environment with deadline pressure.

· Ability to retain information and affiliations of our projects

· Ability to consistently perform tasks at a fast pace daily

Education and Experience

· Experience in Microsoft Office with intermediate to advanced skill level in Word, Outlook, Excel and PowerPoint

· Demonstrated ability in dealing directly with clients

· Interest in social and environmental justice a plus

Requirements

Reliable personal transportation for completion of off-site tasks

Must be able to work in a Hybrid setting and report in-person to the Calabasas, CA office, as required.

Job Type: Full-time

Pay: $72,000.00 - $75,000.00 per year

Benefits:

• Dental insurance
• Employee assistance program
• Employee discount
• Flexible schedule
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Professional development assistance
• Retirement plan
• Tuition reimbursement
• Vision insurance

Schedule:

• Monday to Friday

Work Location: Hybrid remote in Calabasas, CA 91302

Salary : $72,000 - $75,000