Administrative Assistant

TITLE: Administrative Assistant

REPORTS TO: Project Services Manager

This position is responsible for supporting the Administrative Department, including but not limited to general office administration duties and communication with projects. This position requires direct interaction with both the non-profit projects and funders. The role will require a detailed review of requests and interests in problem solving due to the high volume of activity, which will require the candidate to have a proven skillset of multitasking.

Essential Duties and Responsibilities

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

· Respond to project inquiries on 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 answering the SEE office line as needed

· Grant report tracking and sending reminders to projects on a monthly basis

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

· Sorting mail, preparing check deposits, and take mailings to the post office as needed

· Review and update SEE policies including documenting internal procedures

· 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

· 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

· Support the 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

· Hybrid role which will require 2-3 days a week in the office, prior approval needed for days working from home

· Performs other related duties as assigned

Knowledge, Skills, and Abilities

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

· Strong interpersonal and communication skills, both written and oral

· Accuracy and attention to detail is absolutely required, as well as a track record of reliability, confidentiality, and conscientious work habits

· Ability to work independently with little supervision

· Ability to organize and prioritize effectively

· Ability to adapt and work efficiently in a rapidly changing dynamic environment with deadline pressures

· Ability to retain information and affiliations of our projects

· Ability to operate at a sustained fast speed in completing tasks on a daily basis

· Ability to work 2-3 days per week at the office.

· Ability to have reliable means of transportaion.

Education and Experience

· Minimum of 5 years of in Adminstrative Assistant experience.

· High School Degree Required and College Degree Preferred

· 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

Job Type: Full-time

Pay: $33.00 per hour

Benefits:

• 401(k) matching
• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

COVID-19 considerations:

Experience:

• Writing skills: 1 year (Preferred)

Work Location: Hybrid remote in Calabasas, CA 91302

Salary : $33