The Administrative Coordinator / Executive Assistant insures the effective and efficient operation of California Alliance for Retired Americans fast paced and diverse activities. The Administrative Coordinator/Executive Assistant is responsible for managing the organizations administrative activities as well as directly supporting the work of CARA’s Board of Directors and Executive Director.
Administrative Duties
- Oversee correspondence with members, legislators, potential supporters
- Respond to all emails and phone requests from staff, members, board, etc in a timely manner
- Distribute all monthly CARA Action Team meeting materials and meeting reminders
- Prepare and distribute yearly invoices to all membership organizations and individuals
- Assist Executive Director with grant submissions
- Edit all documents and materials for distribution
- Maintain organizational and media database
- Provide strong administrative support to development of CARA’s Annual Convention
- Track all ad sales for Convention program book
- Organize and provide all text and ads to graphic artist for Convention program book
- Track and manage registration for annual Convention
- Track and manage hotel reservations for annual Convention
- Bookkeeping: All accounts payables and receivables, financial statements for Board, yearly
Budget preparation, foundation grants tracking, bank deposits
- Support accountant in preparation of payroll, workers comp, tax returns, W-2s, 1099’s and state reporting
- Supervise the Administrative Assistant and any temporary contract workers
- Handle all Human Resources responsibilities
- Maintain VANCO online giving program
- Track donations and send thank you letters
- Oversee CARA computer equipment and website maintenance
- Organize and maintain central files
- Order and maintain supplies for trainings and activities
- Manage vendor relationships and contracts
- Maintain office systems and implementation
- Input data and maintain CARA database in Access
Support Board of Directors and Executive Director
- Maintain Board files and correspondence
- Help coordinate Board and committee meetings, including arranging meeting space, ordering food, copying material, etc.
- Assist Board members with travel arrangements
- Assist Executive Director as needed with scheduling and travel planning
- Assist Executive Director with other logistical support
- Assist the Executive Director with other duties as assigned
- Strong written, editing, communication and organizational skills
- Proven ability to juggle multiple projects with short and long term deadlines while paying attention to detail
- Ability to work independently within an established plan
- Excellent team player and collaborator with a “roll up your sleeves” attitude
- Ability to communicate well with volunteers, especially seniors
- Prior experience with office coordination and management
- Proficiency in Microsoft office applications (Word, Excel & Access) as well as technical aptitude
- Proficiency in Quickbooks
Salary: $55,000-$65,000 DOE
Schedule: Full-time
Availability: Immediately
Benefits: Health and Dental benefits
Annual leave which accrues at the rate of 1.25 days per month after the first 3 months of employment
13 days sick leave per year, 12 paid holidays per year
Email cover letter and resume to: [email protected]
RESUMES without a COVER LETTER will not be considered.
No phone calls please. Deadline to respond is Friday, April 26, 2019.