UNCF

Administrative Assistant

UNCF

full-time

Posted on:

Location Type: Hybrid

Location: Los Angeles • California • United States

Visit company website

Explore more

✨ AI Apply
Apply

Salary

💰 $50,000 - $53,000 per year

About the role

  • Functions as the office manager in charge of ordering supplies, maintaining inventory, requesting equipment maintenance and repair, and other day-to-day operations.
  • Prepares and maintains schedule of solicitations.
  • Processes and records contributions by donor and by the size of the contribution.
  • Updates and manages an accurate, neat, orderly, electronic filing system from which files can be easily retrieved by all staff; updates and records on an ongoing basis.
  • Checks records, forms and reports for completeness, accuracy of content, proper endorsement and conformance to policies/procedures; corrects minor discrepancies and errors independently and brings to the attention of appropriate management.
  • Prepares and handles routine correspondence, including confidential matters, and treats appropriately.
  • Answers the phone by the third ring and screens and directs incoming calls to appropriate personnel, preparing clear and accurate messages if not available.
  • Greets and receives visitors and guides to appropriate area or person.
  • Coordinates appointments and assists in managing schedules and conference calls.
  • Arranges meetings, prepares agendas and/or other materials, including the mailing of notices and materials; reserves and prepares facilities, and records and transcribes minutes of meetings as needed.
  • Receives, opens, dates, processes and distributes incoming correspondence to department staff; coordinates outgoing mailing, receives, and processes responses as needed.
  • Creates mail merges for mass mailings, types, edits, proofreads and formats documents, spreadsheets, presentations, forms, reports, policies and procedures, and administrative material with a high degree of speed and accuracy.
  • Assists in maintaining donor records and tracking outreach.
  • Assists with proposal submissions, donor campaign mailings and materials, and contact lists.
  • Proofreads reports, presentation materials, and business letters including labels and envelopes for grammar, punctuation, and spelling errors.
  • Prepares e-mails, faxes, e-blasts, routine correspondence and periodic reports on the basis of general instructions.
  • Obtains necessary signatures/approvals for outgoing communications, and assures the transmittal of accurate data and information both internally and externally.
  • Designs and creates new documents in accordance with requests and policies for appropriate review.
  • Suggests new procedures to improve operating efficiency.
  • Maintains and updates contact files.
  • Arranges and confirms staff travel including accommodations, travel, and car rentals.
  • Supports and serves as a liaison to other offices/functions as necessary; is cross-trained in other functions.
  • Coordinates the acknowledgement process.
  • Prepares invoices and expense reports for approval and payment.
  • Participates in routine department and staff meetings.
  • Performs special projects and assignments and support staff as directed by management.
  • Maintains an appropriate, professional appearance, and keeps a neat and clean working station at all times; displays tact and a positive, courteous demeanor at all times, which is critical to successfully interacting with high profile corporations and representing the organization.
  • Performs other duties as requested.

Requirements

  • High school diploma required; college experience strongly desired
  • 3-5 years administrative assistance/secretarial experience is required
  • Knowledge of O365 with intermediate to advanced knowledge in Word and Excel
  • Proficiency in mail mergers and correcting source or cell errors
  • Proficiency in the manipulation of Excel formulas
  • Excellent phone etiquette; strong organizational, interpersonal and listening skills
  • Ability to work under pressure, in a fast paced, deadline-oriented environment, with a high level of professionalism and confidentiality
  • Must have experience with complex scheduling and calendar management
  • Must have the ability to prioritize and manage multiple projects simultaneously and complete them in a timely manner
  • Must display initiative and the ability to work well independently and demonstrate exceptional customer service skills
  • Must be a self-starter, cooperative, and work well in a group.
Benefits
  • Medical, Dental & Vision
  • Vacation, Sick & Personal Leave
  • Life Insurance (Basic & Optional)
  • Flex Spending Accounts
  • 403(b) Retirement Account
  • Holiday Savings Plan
  • Annual Success Sharing
Applicant Tracking System Keywords

Tip: use these terms in your resume and cover letter to boost ATS matches.

Hard Skills & Tools
administrative assistancesecretarial experiencemail mergesExcel formulasschedulingcalendar managementdocument formattingproofreadingdata entryinventory management
Soft Skills
organizational skillsinterpersonal skillslistening skillscustomer service skillsinitiativeprofessionalismconfidentialityability to work under pressuretime managementteamwork