Executive Administrator

Job Description

Job Description

Description:

Position Summary

The Executive Administrator provides high-level administrative and operational support to the Executive Director and Fund Development Director of a nonprofit organization. This role ensures smooth day-to-day operations, facilitates communication with stakeholders, and supports the organization’s mission through efficient administrative processes.

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Key Responsibilities

· Executive Support:

o Manage calendars, schedule meetings, and coordinate travel for the Executive Director.

o Prepare and edit correspondence, reports, and presentations.

o Administer files and databases.

· Board & Donor Relations:

o Assist with board meeting preparation, including agendas, minutes, and materials.

o Support donor stewardship activities, including contacting donors, updating accounts and preparing acknowledgment letters.

o Act as in office liaison for Executive and Fund Development directors

· Event & Program Coordination:

o Help organize fundraising events, community outreach programs, and special projects.

o Maintain timelines and ensure deliverables are met for organizational initiatives.

· Office Administration:

o Maintain accurate records and filing systems (digital and physical).

o Participate in regular training to stay up to date on software changes and advancements

· Compliance & Reporting:

o Assist with fund development reporting and compliance documentation.

o Support preparation of annual reports and audits.

· Office Oversite:

o Maintain and order office supplies.

o Order catering for meetings. (maybe list as organize and manage meeting needs)

o Miscellaneous Duties: Other related duties as delegated by supervisor(s).

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Qualifications

· Education: High School Diploma or equivalent.

· Experience: 3+ years of administrative experience, preferably in a nonprofit setting.

· Skills:

o Strong proficiency in Microsoft Office Suite and donor management software (e.g., Raiser’s Edge, Salesforce, Bloomerang).

o Excellent written and verbal communication skills.

o Ability to manage multiple priorities and deadlines.

o High level of discretion and confidentiality.

· Ability to lift 25-30 lbs., stretch, twist, and sit for long periods of time.

Preferred Attributes

· Passion for the organization’s mission and values.

· Detail-oriented with strong organizational skills.

· Ability to work collaboratively with diverse stakeholders.

Full-time employees are offered medical, dental, vision and 403b options. The Society covers 90% of the cost for medical, vision, and HMO dental benefits

SVDPLA provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability, or genetics.

The society of St. Vincent de Paul will consider the employment of qualified applicants with criminal histories in a manner consistent with the requirements of the Los Angeles Fair Chance Initiative for Hiring (Ban the Box) Ordinance.