POSITION:                Executive Assistant

REPORTS TO:            CEO

STATUS:                    Non-Exempt, Full-Time

COMPENSATION:       DOE $20-25 per hour

BENEFITS:                Medical, Dental, Vision, Life Insurance, FSA; Employee Assistance Program; and 403(b) retirement plan; Paid Holidays, Sick, and Vacation

LOCATION:               Sacramento, CA

JOB SUMMARY:

The Center is on a rapid growth trajectory, and we are looking for an exceptionally detail-oriented Executive Assistant to provide administrative support for the CEO and senior executives. This position serves as a primary point of contact for external constituencies and as a liaison to the Board of Directors and leadership team.  Primary responsibilities include scheduling, screening, drafting correspondence, general administrative and fundraising support, meeting preparation, travel arrangements, record keeping, synthesizing information, and meeting minutes notation. The Executive Assistant must be able to work independently, under pressure, and with absolute confidentiality and discretion. Some evenings and weekends are required. This dynamic position in the agency interacts with elected officials, stakeholders, board members, leadership team members, donors, staff, and volunteers.

EXECUTIVE AND ADMINISTRATIVE SUPPORT:

1. Maintain the CEO and senior executive calendars, schedule all appointments, and ensure schedules are followed and respected.

2. Prepare daily oral and written briefs and make prioritization recommendations.

3. Screen requests for speaking engagements and event participation.

4. Answers and evaluates all incoming phone calls to the CEO, either handling them or forwarding them to the appropriate staff.

5. Conducts research, edits, proofs, and prepares

   the CEO's background information and presentation materials 

   before meetings and public events.

6. Arrange travel for staff and board members.

7. Track expenses, draft expense requests, and complete credit card reports.

8. Update and manage contact information for stakeholders, funders, board members, elected officials, news media, and personal contacts.

9. Drafts and proofreads internal and external correspondence, reports, and other materials.

10. Prepare and organize critical documents for signature, comments, decision, or action.

11. Work closely with the CEO to anticipate their needs, plan for the near term, conserve the executive’s time and align workflow to ensure thorough and timely preparation.

12. Develop and maintain extensive filing and project tracking systems for correspondence, business matters, and related data according to relevant document retention policies

13. Assisting in managing employment searches as requested.

BOARD/SENIOR MANAGEMENT SUPPORT:

1. Provide support to the Board of Directors, including drafting agenda packets, taking minutes, setting and maintaining annual calendars and schedules for the board and its committees, and maintaining organizational records at the direction of the CEO.
2. Assist with board and donor meeting planning, including preparation of background information, proposals, and reports.
3. Provide support for internal and external meetings, including scheduling, duplication of materials, setting up space, arranging food and beverage, and taking notes.
4. Research and synthesize media coverage, complex policy reports, program models, and other written or verbal information into a written summary or talking points.
5. Respond to public requests for information regarding the agency at the direction of the CEO.
6. Serve as the crisis control manager, maintaining communication and executing emergency plans without the CEO.

 DEVELOPMENT AND FINANCE SUPPORT

1. Conduct donor and grant research.
2. Assist in drafting and submitting foundation letters of intent, proposals, and reports as needed.
3. Track, enter, and maintain relevant donor information in the donor database.
4. Set up donor meetings and events.
5. Assist in the cultivation, management, and recognition of volunteers.
6. Assist in the preparation of financial reports.

 RELATIONSHIP MANAGEMENT

1. Assist in maintaining communication and relationships with LGBTQ organizations and leaders throughout the Sacramento Region.
2. Assist in maintaining communication and relationships with stakeholders, allied service providers, elected officials, and community partners.
3. Assist in maintaining communication and relationships with national networks.
4. Assist in the stewardship of board members and donors.
5. Maintain strict confidentiality in relationships with all board members, staff, stakeholders, media, and donors.

 GENERAL DUTIES:

1. Provides administrative support for senior leadership team members, board of directors
2. Provide administrative support for event and fundraising activities
3. Support planning staff and board retreats and other employee engagement events.
4. Participate in staff meetings, planning meetings, and other meetings as required.
5. Handle various special projects and other related duties as assigned.

 REQUIREMENTS:

1. Passion for the Center’s mission and work to create a region where LGBTQ people thrive, a commitment to follow all policies and procedures of the organization and a focus on long-term sustainability.
2. EDUCATION: Bachelor’s Degree in a related field; 5 years of related experience may be substituted for formal education.
3. EXPERIENCE: A minimum of 3 years of executive administrative support experience is required, preferably in a nonprofit setting;
4. COMPUTER/OFFICE EQUIPMENT SKILLS: Advanced proficiency working with Microsoft Office, particularly Outlook, Word, Excel, PowerPoint, OneDrive, and Team; Must also be able to type 40-50 WPM. Working knowledge of Adobe Creative Suite, Raiser’s Edge, MailChimp, and social media platforms is a plus.
5. Access to reliable automobile transportation with a valid driver’s license and proof of insurance is required. This position will be required to run errands and pick up and deliver staff and materials on occasion throughout the Sacramento region.
6. PHYSICAL DEMANDS: The person in this position may be required to sit or stand for extended periods, move objects up to 25 pounds, operate office equipment, open and close filing cabinets, and boxes, observe visitors, and communicate messages by telephone.
7. LANGUAGE AND WRITING SKILLS: Proficiency in English is required; the ability to speak/read/write/translate in languages other than English is a plus. Excellent interpersonal, verbal, and written communication skills, ability to communicate tactfully and assertively; superior spelling, grammar, and AP style copy editing skills are required.
8. Offer of employment may be contingent on satisfactory results of a criminal history background check.
9. Employees must be legally permitted to work in the United States.
10. The Sacramento LGBT Community Center is a drug-free workplace; employees may be subject to a drug test.
11. VACCINATION REQUIREMENT: As an organization, we fully support COVID-19 vaccinations and require new employees to have proof of complete vaccination, including boosters or an approved medical or religious exemption. Documentation will be required before your first day of work.

QUALIFICATIONS AND EXPERIENCE:

1. Experience working with the LGBTQ+ community and familiarity with issues of particular relevance to LGBTQ+ people, including a demonstrated ability to work effectively with people of diverse races, ethnicities, nationalities, sexual orientations, gender identities, socio-economic backgrounds, religions, ages, English-speaking skills, immigration status, and physical abilities in an intersectional environment.
2. Strong political acumen and critical thinking skills with proven attention to detail, organization, and timely independent decision-making.
3. Ability to synthesize information and manage competing priorities and constituencies.
4. Strong political acumen and ability to handle agency information and correspondence with strict confidentiality and discretion.
5. Sound judgment to prioritize tasks and limit distractions.
6. Experience planning and organizing events.
7. Hustle and Attitude - Ten steps ahead of the CEO, anticipating every move to help conserve time and drive efficiency.
8. Dedication to making the impossible possible. Willing to do whatever it takes to get the job done with a consistently positive outlook and attitude.
9. A creative problem-solver with an excellent ability to troubleshoot.
10. Proactive and self-motivated under tight deadlines, with the ability to take direction and function under high pressure.
11. Helpful and hopeful demeanor, focused on customer service, and a proven ability to establish solid connections and build successful relationships that support the mission.
12. Regular, consistent and punctual attendance.  Must be able to work occasional nights and weekends with a variable schedule and occasional short-trip travel.
13. Values confidentiality, discretion, tact in the workplace, and proper social media etiquette.

 This job description is not designed to cover or contain a comprehensive listing of the employee's activities, duties, or responsibilities. Duties, obligations, and activities may change, or new ones may be assigned at any time, with or without notice. 

ABOUT THE ORGANIZATION:

The Sacramento LGBT Community Center works to create a region where LGBTQ people thrive.  We support the health and wellness of the most marginalized, advocate for equality and justice, and work to build a culturally rich LGBTQ+ community.

 EQUAL OPPORTUNITY:

The Sacramento LGBT Community Center is proud to be an equal-opportunity employer. People of color, women, persons with disabilities, and persons who are lesbian, gay, bisexual, transgender, or intersex are encouraged to apply.  The Center maintains a policy of non-discrimination concerning employees and applicants for employment.  No aspect of work will be influenced in any matter by race, color, religion, sex, age, national origin, marital status, ethnicity, religion, sexual orientation, gender identity and expression, physical disability (including HIV or AIDS), medical/mental condition, perceived physical disability or veteran status, or any other basis prohibited by statute.

 TO APPLY:

Please submit application materials through our career portal at saccenter.org/careers. No phone calls, please. Posting will remain up until the position is filled.