Executive Administrator (WFC)

About the Women’s Foundation of California

The Women’s Foundation of California has a nearly 40-year track record of supporting community-based organizations working to advance gender, racial, and economic justice. As a public community foundation focused on intersectional feminist funding, we have raised and granted nearly $40M in movement-building grants since 1979. Our core strategies are: investing in community organizations, training community leaders, and convening community partners in order to mobilize significant financial resources to advance the health, safety, and economic security of people impacted by gender-based oppression and violence. We support movements led by cisgender and transgender women, gender-variant, genderqueer, and non-binary individuals--especially those who are formerly incarcerated, immigrants, people of color, low-income, and/or queer.  We’re comprised of a dynamic, smart, collaborative group of people who are passionate about our work and committed to making good things happen for all Californians. As we come up on our 40th anniversary in 2019 with a refreshed strategic plan, the Foundation is well-poised to take a significant leadership role in advancing gender, racial, and economic justice in California.

Position Summary

The Executive Administrator is responsible for providing general support to the CEO and the Board of Directors and for the overall administration and operations of the Foundation’s office in Oakland, CA. Under the general supervision of the CEO, the Executive Administrator manages the schedule and projects of the top executive and serves as primary support to the Board of Directors. The Executive Administrator also ensures the overall operating efficiency of the offices, including communications and IT support and coverage, procurement and maintenance of office equipment, ordering supplies, maintaining furniture, facilities and systems, providing administrative support and maintaining a professional office environment. In addition, this position provides support to the Finance Department by processing accounts payable and performing other accounting-related tasks.

Essential Duties

ADMINISTRATIVE ASSISTANCE TO THE CHIEF EXECUTIVE OFFICER

  • Manage the CEO’s calendar, using discretionary judgment in support of established priorities, goals and timelines
  • Coordinate with Development Department in the scheduling of meetings for CEO with donors and prospective donors
  • Assist the CEO and Development & Communications staff in preparing speeches and presentations, including Internet research, drafting, editing, proofreading, creating PowerPoint presentations, providing AV and technical support to ensure effective delivery
  • Serve as liaison for the CEO with Foundation staff, donors and other constituents
  • Schedule and prepare the CEO for travel
  • Respond to written and telephone inquiries and invitations, using discretionary judgment to forward selected calls and correspondence to CEO
  • Draft correspondence for the CEO
  • Complete expense reports and reconcile credit card accounts for the CEO
  • Manage projects assigned by and in support of the CEO
  • Maintain records, contact lists and other information and files (electronic and paper) related to the work of the CEO

ADMINISTRATIVE ASSISTANCE TO THE BOARD OF DIRECTORS

  • Schedule and arrange all meetings and logistics, including full board and committee meetings
  • Oversee preparation and production of board and committee packets
  • Provide support to Board members during and between meetings, as requested by Board and Committee Chairs
  • Maintain open and positive communication with, between and among the Board
  • Transcribe and disseminate minutes and major decisions
  • Maintain all files related to the membership and functions of the Board
  • Serve as liaison for the CEO with Foundation board members

OFFICE MANAGEMENT AND ACCOUNTING

  • Process payables, including batch summary report balancing and submission for verification, approval and posting. Maintain open and paid vendor files
  • Review expense reports and credit card billing for coding accuracy and appropriate back-up and post to system.
  • Oversee management of the Oakland offices of the Women’s Foundation of California, including facilities management, vendor relations, purchasing, and general office maintenance
  • Facilitate regular meetings of Foundation staff, and delegate tasks as needed to maintain balance and efficiency within and between departments and offices
  • Work closely with all staff, including staff working remotely, to ensure that computer and networking systems are operating efficiently
  • Coordinate responses to inquiries about the general work of the Women’s Foundation of California and respond to written, e-mail, and telephone inquiries 
  • Receive, distribute and manage all mail and shipping accounts
  • Conduct regular inventory of office and other supplies; order new supplies as needed, including furniture and technology needs; schedule all necessary repair and maintenance on office equipment to retain warranties and prevent loss of use or productivity
  • Assist in preparation for Foundation-hosted meetings and assist in organization of events
  • Special project responsibilities as required

Qualifications

REQUIRED SKILLS

  • 5+ years of executive administrative experience, including Board support
  • A strong commitment to the mission, policies, goals and philosophy of the Women's Foundation of California
  • Demonstrated ability and background in executive support and office administration
  • Excellent written, oral and listening communication skills
  • Ability to anticipate needs of others (staff, board, donors), work independently and multi-task with a high degree of proficiency in project and time management
  • Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment
  • Strong interpersonal skills and independent decision-making capacity
  • Ability to create positive, long-term working relationships by demonstrating a commitment to team work and customer service, tact, dependability, diplomacy, and flexibility
  • Willingness and ability to travel to meetings (must maintain CA driver license and adequate insurance, and be able to fly coach class)
  • Track record of being highly organized, self-starting and pro-actively initiating
  • Creativity and flexibility in developing approaches and problem solving
  • Proven ability to work in a small and friendly office environment where each staff person assumes multiple responsibilities while striving to achieve shared goals
  • Positive approach, can-do attitude and sense of humor
  • Mastery of MS Office Suite (including Outlook, Excel and Word), Internet communication and web navigation and search
  • Strong computer skills; experience in troubleshooting hardware and software problems such as phone systems, remote server access, and MS-Office applications

DESIRED SKILLS

  • Some accounting and fundraising database experience (Financial Edge/Raiser’s Edge preferred)
  • Experience in a fundraising climate or organization strongly preferred

COMPENSATION AND BENEFITS

  • This is a full-time, non-exempt position, with a salary range of $70,000-$80,000. Salary offer will be dependent on experience.
  • We provide 15 days paid vacation to start which increases over time (20 days after 5 years, and 25 days after 10 years); 12 paid sick days, 15 paid holidays, and a flexible, family-friendly schedule.
  • We provide generous benefits including paid parental leave, medical, dental, vision, long-term disability, flexible spending account, fitness reimbursements, a 401(k) retirement plan match, transportation benefits, and AD&D insurance with the Foundation covering 100% of the costs of the insurance package.

OUR VALUES AND COMMITMENT TO DIVERSITY AND INCLUSION

At the Women’s Foundation of California, we believe outstanding people are the key to our success. We value a diverse and inclusive workplace and strongly encourage people of color, LGBTQIA+ individuals, trans people, gender non-conforming individuals and formerly incarcerated people to apply.

As an equal opportunity employer, we recruit and hire with the understanding of systemic oppression and of the lived reality of people with marginalized identities. We also recruit and hire without regard to race, national origin, religion, gender, gender identity, sexual orientation, prior conviction, arrest history, disability, marital status, veteran status or age.

PHYSICAL DEMANDS AND WORK ENVIRONMENT

The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the job’s essential functions.

While performing the duties of this job, the employee is frequently required to remain in a stationary position for long periods while operating a computer to create documents, conducting Internet research, sending and receiving e-mail and participating in meetings; communicate on a telephone and in person; read and write; apply logic and focus attention in the presence of distractions. Occasional requirements are to move about the office to access file cabinets, office equipment, etc.

APPLICATION & DEADLINE

To apply, please email a cover letter describing your qualifications and interest In the position and resume, combined in one document, with the subject line: Executive Administrator to: jobs@womensfoundca.org. Applications will be reviewed on a rolling basis until the position is filled. All documents need to be Microsoft Word or PDF files (PDF files are preferred).


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