TITLE: Administrative Assistant
ORGANIZATION: Sequoia Park Zoo Foundation
REPORTS TO: Executive Director
LOCATION: Eureka, CA
HOURS: Minimum 20 hours, seasonally up to 40 hours per week
GENERAL SUMMARY: The SPZF Administrative Assistant performs activities that are important to the operations of a busy, successful non-profit organization. The Administrative Assistant is responsible for office support functions including managing a constituent database, performing basic bookkeeping tasks and supporting Zoo events and fundraising activities. This person works closely with the Executive Director and is a support staff member for all functions in the Foundation Office. The ideal candidate is highly detail oriented and can work successfully with a variety of people and personalities.
DUTIES INCLUDE:
ADMINISTRATIVE SUPPORT
- Enter all incoming donations into donor management software and provide ongoing monitoring of donations and donor support as directed by the Executive Director
- Generate thank you letters and other donor related correspondence in a timely manner
- Maintain accurate data on all constituents, updating contact information, donation history and communications
- Basic reconciliation and bookkeeping with assistance from Foundation accounting office
- Checks the Foundation PO Box, performs general mailings including managing bulk mailings and NCOA returned mail address updates
- Responsible for basic grant reporting as instructed by Executive Director
- Answer general emails and voicemail from Zoo donors, stakeholders and visitors in a timely manner
- Assist in ensuring and maintaining a clean and organized office space
- Assist with recycling and trash duties in conjunction with SPZF staff
- General filing and digital file maintenance
- Maintain and organize SPZF storage area and visit storage for various tasks
- Manage donation requests from other community non-profits
- Basic errands
- Maintain a friendly, professional demeanor, be comfortable working with the public and answering the phone on behalf of the Foundation
- Various other administrative duties as assigned to support the Executive Director
EVENT SUPPORT
- Administrative assistance with all events including volunteer support and management, auction support, assisting with scheduling ZooXclusive experiences, donation entries and thank you letters as needed.
- Day-of-event duties may include merchandise sales, ticketing, entry management, set-up and breakdown, among others
- Assist with set-up needs related to donor experiences.
QUALIFICATIONS:
- Flexibility, ability to multi-task, prioritize, be detail-oriented and participate in creative problem-solving
- Excellent written and verbal communication skills
- Database experience required
- Experience using Word, Excel, Google calendars, Outlook and general database management
- Able to work well independently and within a team environment
- Friendly and outgoing manner with the public in any setting
- Able to exercise discretion and maintain confidential or sensitive information
- Ability to work weekends and evenings for special events if needed
- Personal vehicle and valid driver’s license required
PHYSICAL ACTIVITY REQUIREMENTS:
This position requires frequent computer use and occasional lifting of up to 50 pounds. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
COMPENSATION:
This is a Minimum 20 hours, seasonally up to 40 hours per week, compensation commensurate with experience. Mileage reimbursement made at the Federal Mileage rate.