Executive Assistant to CEO/Development Specialist

POSITION TITLE: Executive Assistant to CEO/Development Specialist

REPORTING TO: Chief Executive Officer/President and Chief Development Officer (CDO) for Database and Event coordination

HOURS: 40 hours per week (Mon-Fri)

FLSA CATEGORY: Exempt

LOCATION:  2 Executive Circle, Suite 175, Irvine, CA 92614

Do you enjoy helping others and giving back to the community? Are you interested in making a difference in the lives of older adults? Would you like to broaden your expertise by working for a non-profit that provides programs and services for older adults? 

 Consider joining the Council on Aging – Southern California. We have been helping older adults and their families navigate the aging experience for over 53 years. Annually, we serve over 100,000 seniors with an array of no-cost programs that help them remain healthy, connected and protected. 

PURPOSE OF WORK: To provide primary administrative support to the CEO and assist with the advancement of the Development Department. Position requires an accomplished organizer who enjoys the management and administrative systems needed to operate and expand the organization effectively. Position also requires a polished, professional individual with excellent written and verbal communication skills.

 JOB RESPONSIBILITIES (including but not limited to):

• Manage the CEO’s calendar and email correspondence as needed.
• Anticipate and prepare for CEO’s upcoming meetings by preparing marketing collateral, follow-up and related tasks.
• Provide administrative support to CEO, preparing professional correspondence, including emailing, copying, preparing documents and expense reports, conducting various research projects, and creating PowerPoint presentations.
• Assist with management of Board calendar, Board reports, correspondence and meeting materials.
• Attend and prepare for monthly Board of Directors meetings and record minutes.
• Maintain files (including all contracts and grants) in an orderly, timely and confidential manner as appropriate.
• Work with the CDO, the SmileMakers Program Manager and Grant Consultant, to foster a collaborative, results-oriented work environment within the development team.
• Generate donor acknowledgement letters and coordinate CEO signatures and mailing. 
• Participate in executing events such as annual “An Evening of Comedy” fundraiser and Remarkable Lives.  
• Support Development in research and preparation of prospect biographies. 
• Work with the development team to coordinate the planning and execution of special events, including the annual Evening of Comedy, Remarkable Lives Speaker Series, and other community engagement activities.
• Assist in the management of event logistics, budgets, sponsorships, and vendor relationships.
• Manage the Council’s “eTapestry” web-based donor software database – data entry and report generation as well as Greater Giving.
• Provides accurate database and/or list management in eTapestry and Constant Contact for entire agency. 
• Help develop and implement marketing campaigns to promote Council programs, events, volunteer recruitment and products (i.e., Facebook, Constant Contact, etc.).
• Assist in proofreading the writing and editing copy for a variety of e-communications including websites, e-newsletters, press releases and volunteer recruitment.
• Other duties as assigned by CEO or CDO. 

• Bachelor’s Degree in Business, Public Administration, Human Services, Social Science, or a related field preferred, not required.
• 2+ years of relevant work experience as an executive assistant, office manager, or similar position in an office environment. Non-profit organization experience required. 
• Excellent computer skills including proficiency in the use of Microsoft Word, Excel, PowerPoint, Outlook, Zoom and Teams.
• Proficiency in fundraising tools required, such as eTapestry, Razors Edge, Greater Giving.
• Ability to work under pressure, prioritize and manage multiple tasks simultaneously and maintain attention to details, with an upbeat attitude.
• Must be proficient with Internet search capabilities and AI, electronic file management, scanning documents and importing images, pictures and editing PDFs. 
• Excellent time management and organizational skills required
• Ability to handle multiple projects simultaneously and continuously seek process improvements.
• Individual should have a high level of professionalism related to confidentiality, reliability, dependability, and integrity. 
• Individual must have consistent and reliable attendance and customer service attitude (both internal and external) to be successful in this role. 
• Strong interpersonal skills, excellent oral and written communication skills.
• Valid California driver’s license, proof of current vehicle insurance, and reliable transportation.
• Proof of eligibility to work in the United States.
• Submit to and successfully complete a LiveScan fingerprinting background check.

WORKING CONDITIONS

The physical demands described here are representative of those that must be met to successfully perform the functions of the job.  Reasonable accommodations will be made to enable individuals with disabilities. While performing the duties of this job the employee will be required to sit for periods of time. Standing, walking and bending are required movements. The employee will occasionally need to lift approximately 20 lbs. and move furniture such as chairs and folding tables.

CONDITIONS OF EMPLOYMENT

The ability to transport oneself to needed appointments with reliable transportation is required.