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Long Beach Rescue Mission

Administrative Assistant

Long Beach Rescue Mission
Long Beach, California, United States

Date Posted: 05/11/2009
Categories: Administrative
Job Type: Full-Time

Job Description:
Job Title: Administrative/Executive Assistant
Department: Administration
Reports To: CEO
FLSA Status: Hourly/Nonexempt
Prepared Date: 05/06/09

General description of work: Works in an organized manner with limited supervision to provide administrative support to the CEO and other administration staff. The Assistant must possess excellent verbal and written communications skills, be highly organized, detail-oriented, accurate, and able to multitask, prioritize, take initiative, meet deadlines, and be comfortable working in an office environment. It is essential that the Assistant communicate effectively with representatives of other organizations and with a diverse spectrum of groups and individuals, including board members, donors, department heads, coworkers, Mission guests, volunteers, city officials, and the general public.

Essential Functions:
• Opens and closes office (turns on and prepares office equipment for the day and turns off at the end of the day)
• Answers incoming calls for Administration Building
• Screens communications to the CEO
• Sorts incoming mail, putting postage on all outgoing mail
• Sorts and processes donations for entry into Donor Perfect Online (DPO), enters gifts-in-kind donations in DPO
• Prepares donor receipts for mailing, correspondence for donations (missing signature, NSF checks, etc.)
• Maintains appointment calendar for CEO, including scheduling meetings and conference calls with staff and outside contacts
• Responsible for all internal and external board and committee meetings, prepares agenda, periodically attends board meetings and committee meetings to take minutes, prepares and distributes minutes
• Organizes and maintains CEO’s electronic and hard copy files
• Drafts, edits, and prepares correspondence for CEO, including All-Staff emails/correspondence
• Makes travel arrangements
• Updates and maintains Board policy guides, bylaws, resolutions, letters, and reports
• Assists in organizing events as requested by CEO or Development Team
• Maintains esthetic appearance of office (i.e., removes empty boxes, changes seasonal decorations, checks kitchen for neatness, etc.)
• Responsible for inventory and ordering office and kitchen supplies
• Anticipates and responds to general office needs (i.e., prepares for office maintenance such as carpet cleaning, onsite meeting refreshments and seating, special holiday activities such as sending cards, etc.)
• Keeps track of staff birthdays and observing them at All-Staff meetings
• Assists administration staff with duties as requested
• Proactively continuously improves front office and administration processes and procedures
• Other duties as assigned

Knowledge, Skills, and Abilities Required:
• College degree preferred with a minimum of 2 years experience working for a CEO or executive level administrator
• Demonstrated office skills
• Self-started, ability to anticipate needs
• Exceptional organizational abilities
• Understanding of the importance of cultivating and maintaining relationships between donors, the CEO, and development staff
• Dedicated professional with good judgment, flexibility, and attention to detail
• Excellent verbal and written communications skills, excellent editing and writing skills
• Strong interpersonal skills and the ability to promote a culture of support to staff and donors
• Strong problem solving and analytical skills
• Ability to handle and prioritize competing multiple tasks including responding effectively to last minute requests
• Ability to exercise considerable initiative, independent judgment, and discretion
• Proficient with MS Word, MS Exchange, PowerPoint, Excel, Outlook, Donor Perfect as plus
• Current Driver’s License and clean driving record
• Type 60 wpm or greater, familiar with typical office equipment
• Possess knowledge and understanding of nonprofit organizations

Personal Attributes and Values:
• Have a personal relationship with the Lord Jesus Christ and a deep desire to serve Him
• Be a consistent witness for Jesus Christ
• Exhibits spiritual maturity as defined by evangelical biblical standards
• Has a heart of compassion and caring toward the homeless and hurting, and is passionate about ministering life transformation in a multi-ethnic urban ministry setting
• Demonstrates a courteous and Christ-like manner with internal and external partners
• Possesses and demonstrates excellent integrity

In any position with the Long Beach Rescue Mission, it is impossible to predict the many requests and assignments that can and will be made on an employee. This is the case with this position. Flexibility and a cooperate spirit are crucial characteristics of the person who holds this important position and for the successful operation of the Long Beach Rescue Mission services.

Education and/or Certification: High School diploma and related transferable education and increasing experience and responsibility required. Bachelor’s degree preferred.

Supervisory Responsibilities and Relationships:

Works closely with the CEO on day-to-day basis. Additionally, works closely with Associate Development Director and other Administration Staff. Reports to and is evaluated by the CEO.

Requirement: Long Beach Rescue Mission is a 501(c)(3) non profit, evangelical Christian Ministry; as such employees must share the Mission’s Statement of Faith and Lifestyle, and adhere to the Mission’s employee policy manual and guidelines set forth by the CEO.