**Position Definition:**The Executive Assistant will provide day to day and high-level support to the CEO, executive team and to the Board of Directors. The assistant is the point of contact for all board and committee activities and will be responsible for coordinating and facilitating the organization’s quarterly newsletter publication. The Executive Assistant is also responsible for scheduling meetings, preparing agendas, taking minutes, drafting correspondence and maintaining board member files/database as well as coordinating work with other department executives, assistants and coordinating in-house events, as needed.

Essential Functions:

• Coordination of daily operational affairs including calendar/scheduling maintenance, conference/meeting coordination and organization for the Executive Director

• Coordinate and lead organizational newsletter committee for quarterly publication

• Works closely with the Science Writer, and Graphics Designer to ensure newsletter content is aligned with committee consensus.

• Manage Core office administrative staff and front desk reception area

• Schedules, coordinates, and attends all Board and Committee meetings, records notes and publishes minutes

• Gathers reports and presentation material from various sources for Board book and meetings

 • Maintains Board member files and database 

• Maintains and tracks annual Board member policy requirements and company affiliation agreements

• Creates and sends Board correspondence 

• Coordinates new Board member orientation and annually updates and maintains Board member handbook 

• Provide general accounting and maintain spreadsheet of donations received and generate tax acknowledgement letters

• Prepare and submit expense reports for CEO and input invoices into Purchasing software Reqlogic

• Facilitation of CEO-initiated and  projects as needed

• Performs all other administrative support/duties as assigned

Job Requirements

:• A minimum of three years experience supporting senior management (CEO, CFO, Board of Directors)

• High School Diploma or G.E.D Equivalent, BA/BS degree preferred

 • Excellent interpersonal and communication skills, both verbally and written

 • Must be self-motivated and proactive 

• Strong collaboration skills and follow through with projects

• Ability to complete multiple tasks, projects and priorities simultaneously to achieve desired goal, highly organized

• Ability to exercise tact and discretion in handling a variety of confidential material

• Ability to work independently, exercise initiative, solve problems and use sound judgment and decision-making skills 

• Ability to demonstrate a high level of professionalism, discretion and confidentiality 

• Ability to adapt quickly to changing needs and priorities

• Ability to integrate and work as a member of a team

• Ability to research, develop and report various types of information 

• Advance Computer literacy with an emphasis on Windows platforms and related software (MS Office, Excel, PowerPoint, Adobe) 

• Experience with Graphics software (Publisher, Photoshop, etc.) preferred

• Ability to lift 50 lbs.Working Conditions/Environment:The work environment for this position is in an office setting and will require sitting for long periods of time. It may include some minor annoyances such as noise, temperature variations, etc. The incumbent may sustain posture in standing or seated position and may utilize a computer terminal for prolonged periods of time.

Job Description: Accountant Position

DUTIES:

• Prepare and record journal entries to support a timely month-end close using Quickbooks.
• Record cash and expense transactions, ensuring accurate categorization.
• Own and process US accounts payable.
• Maintain compliance with all Federal, State and Local tax Laws and ensure all business filings are completed.
• Partner with various departments on accrual, vendor management and contracts management.
• Assist with other accounting projects and perform ad hoc analysis and reporting.
• Performing monthly balance sheet, income statement, and changes in financial position/budget variance analysis.
• Perform account analysis and bank reconciliations.
• Work with external auditors twice/year for interim and year end audit.
• Develop financial planning and budgeting models.
• Preparing yearly budgets for review by management.
• Analyze financial reports and pinpoint key issues.
• Track fixed assets and prepare depreciation schedules.
• Researching accounting issues for compliance with generally accepted accounting principles (GAAP).

QUALIFICATIONS:

• Bachelor’s degree in Accounting required

• 3-5 years accounting experience in similar position.

• Property Management experience

• Current US GAAP knowledge required.

• Proficient in Quickbooks/Quickbooks online.

• Expert Excel skills with strong analytical capabilities.

Benefits of Joining our Team:

• Mission-driven and fast-paced, entrepreneurial environment
• Competitive salary package
• Company covers all insurance costs including health, dental and vision.
• 401K program opt-in with 4% yearly company contributions.

Working proficiency in:

•       Microsoft Word
•      Microsoft Excel
•     Peachtree 2007
•       QuickBooks Pro 2017
•       Quicken 2013

The Grants and Operations Administrator is an integral part of the organization, working collaboratively with staff, Board, and others to carry out the mission of the organization. This position includes management of grantmaking operations, including grantmaking systems, data, and compliance; administration of daily office functions; and support for staff, Board, grantees, and finance operations. This position is non-exempt and reports to the executive director.

Responsibilities include, but are not limited to, the following:

Grants Administration

• Manage all aspects of grants database (Blackbaud) 
• Oversee online grant application process
• Generate correspondence related to grant awards, payments, and inquiries
• Create grant and budget reports
• Prepare docket for quarterly Board meetings
• Work with bookkeeper to process grant payments
• Prepare grant reports and support information for annual audit
• Manage Annual Grants process
• Receive and track grantee reports and agreements
• Organize and maintain filing system
• Maintain website, including updating content and grants database
• Undertake special projects as assigned or initiated
• Contribute to the overall staff effort

Office Administration

• Manage office operations, including; mail and deliveries; equipment and supplies; vendor contracts and agreements; review and payment of invoices; subscriptions and memberships; and safety, security, and emergency procedures
• Assist executive director with payroll and employee benefits administration
• General administrative duties, including: answering phone, greeting guests, maintaining office calendar, scheduling and setting up meetings
• Serve as liaison to consultants, vendors, and landlord

Skills + Experience

• High sense of integrity and ability to maintain discretion, professionalism, and confidentiality
• Excellent analytical and organizational skills 
• Strong attention to detail
• Outstanding interpersonal and verbal and written communication skills 
• Ability to prioritize, handle multiple assignments, and meet deadlines
• Ability to work independently, be resourceful, and collaborate
• Experience in database management (Blackbaud Grantmaking, a plus) and basic finance
• Proficiency in Microsoft Office, Adobe Acrobat, and WordPress
• Organized, efficient, and flexible
• Desire to work as an integral part of a small staff
• Interest in issues that the foundation supports
• Foundation experience a plus

Qualifications

Bachelor’s degree and a minimum of 5 years substantive administrative experience

• Calendaring experience or event/meeting management

• Board meeting planning, scheduling, special projects

• EA work, event planning

• 2 -3 years executive experience required

• Oakland; BART Accessible