Description

Reports to:  Executive Vice President

Position Classification:  Full-Time, Non-Exempt

Location:  Sacramento, In-Office Five Days/Week

Salary Range:  $60,000 - $72,000 annually

Key Responsibilities
 

Operations

•       Oversees day-to-day office operations, including managing vendor relationships including but not limited to cleaning company, postal service, HVAC company, copier company, roofer, neighbors, etc.
•       Assist as needed with database management, records management updates, generation of requested database reports, uploading membership programs, event records, etc.
•       With the guidance of the Technology Director, assist with projects improving, supporting, and maximizing the association’s use of the Fonteva/Salesforce database software. 
•       Supports event registration processes in Fonteva/Salesforce. Addresses any registration anomalies.
•       Organize and manage lists as needed for events, mailings, etc.
•       Assist with printing and mailing for group direct mailings, such as letters, event invitations, member communications, etc.
•       Oversee the timely and accurate addressing of incoming office calls, visitors, delivery shipments, and distribution of incoming and outgoing mail.
•       Accounts Receivable: opens daily mail, endorses all incoming check payments, photocopies checks, and gives to Finance & Operations Director for bank deposit.  Provides a check and balance for the deposit prior to courier pickup. Serves as a backup for preparing bank deposits in absence of Finance & Operations Director.
•       Assists the Finance & Operations Director with routine invoicing, members dues billing follow-up, and routine accounts payable processing.
•       Oversee the timely fulfillment of products and information for members, including room rate cards, etc., and ensuring inventory of needed print materials, and other collateral and products are available when needed.

Administrative Support

•       Provide administrative support to the President & CEO and the Executive Vice President to maximize the use of their time, including scheduling assistance, calendar management, maintaining contact lists, making travel arrangements, completing expense reports for remitting, assisting with correspondence, organizing materials needed for meetings and events, prioritizing requests for meetings and invitations to attend or present at events.
•       Schedule and coordinate the President & CEO’s and the Executive Vice President’s outreach activities, following up on new contacts made to cultivate ongoing beneficial relationships.
•       Provide administrative support to staff teams for association meetings and events and membership campaigns.
•       Coordinates association governance processes for board nominations and elections, tracking candidates, meetings, and updating association records.
•       Attends board meetings and committee meetings as requested, and takes and distributes draft meeting minutes.
•       Work with leadership in prioritizing tasks for assistance and projects requested by other team members to ensure priorities and deadlines are addressed.
•       Additional responsibilities as requested at the discretion of the Executive Vice President or the President & CEO.

Requirements

•       Executive support experience preferred, including supporting C-level executives. 
•       Experience supporting a board of directors, corporate governance processes, and committee structures strongly preferred.
•       Experience with QuickBooks and basic proficiency in bookkeeping principles, invoicing, or other accounting software operations a plus.
•       Highly effective in professional verbal and written communications.
•       Bachelor’s degree from four-year college or university preferred. Additional degrees or certifications a plus.
•       Minimum of three years related administrative experience, preferably a nonprofit association.
•       Ability to work independently and as a valued member of a team to accomplish tasks and goals.
•       Proficient with Microsoft Office Products, and Microsoft Teams communications platform. Database management skills important, with Salesforce/Fonteva experience a bonus.
•       Ability to travel and work as needed at meetings and events, some of which may require overnight stays, including preparing and transporting related materials and supplies. 
•       Ability to adhere to Association policies and procedures as provided.
•       Ability to maintain integrity and discretion in handling confidential information.
•       Ability to react with appropriate levels of urgency to situations and events that require quick response or turnaround.