Executive Assistant to CEO/Development Specialist

COUNCIL ON AGING-SOUTHERN CALIFORNIA INC.•Irvine, CA

2h•Onsite

About The Position

The Council on Aging – Southern California is seeking an accomplished organizer with excellent communication skills to provide primary administrative support to the CEO and assist with the advancement of the Development Department. This non-profit organization has been helping older adults and their families for over 53 years, serving over 100,000 seniors annually with no-cost programs. The ideal candidate will enjoy management and administrative systems, operate and expand the organization effectively, and possess a polished, professional demeanor.

Requirements

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.

Responsibilities

Manage the CEO’s calendar and email correspondence.
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, emailing, copying, preparing documents and expense reports, conducting 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.
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.