Senior Administrative Assistant

Application Deadline: Open until filled.

Hours: Full Time (35 hours per week)

Location: Hybrid: Remote and Pacific Institute office in Oakland, CA (Two days/week in office)

Reports to: Pacific Institute President and Chief Operating Officer

Salary: $65,000-$70,000 per year. commensurate with qualifications includes a competitive benefits package, and is subject to location-based adjustment

Travel: Some business travel may be required, including overnight stays

Start Date: Available immediately

Position Description

As the Senior Administrative Assistant, you will serve as the primary point of contact for internal and external constituencies on all matters pertaining to the President while serving as a liaison to the Board of Directors and senior management teams. You will organize and coordinate executive outreach and external relations efforts while overseeing special projects. The successful candidate will contribute to a variety of responsibilities covering many aspects of the organization’s administrative, financial, and operational work. This position requires a diverse skillset, as it includes both the tasks associated with a Senior Administrative Assistant role (calendaring, travel planning, expense tracking for the President), as well as some more technical components (managing the organization’s database, contributing to our financial, and administrative procedures). The ability to work independently, anticipate needs, and problem-solve across very diverse activities with accuracy, as well as the ability to deal with highly sensitive and confidential matters, will be critical for success in this role.

Responsibilities

Executive Assistant (35%)

• Provide administrative support primarily to Pacific Institute’s President as well as some support for the Executive Team, including calendar management, meeting coordination.
• Coordinate travel logistics for the President: including transportation, accommodations, and itineraries (domestic and international).
• Provide meeting scheduling and project support for all executive-related projects, as needed.

Operations/Development/Communications Support (30%)

• Support the communications team by responding to general media inquiries.
• Support fundraising staff in key tasks, including sending out appeal letters, database data entry, and producing thank you letters to donors.
• Salesforce System Administration, including assigning user profiles, setting up accounts, troubleshoot, and train staff in use of PI’s database.
• Collaborate with internal teams and consultants to optimize PI’s CRM
• Manage Salesforce roles, profiles, sharing rules, workflows, and groups
• Develop automation workflows for internal teams
• Provide training and support to staff
• Build custom reports and dashboards
• Perform database maintenance tasks
• Document processes

Board Liaison (15%)

Primary contact for the board on all logistics/documentation issues, including:

• Schedule quarterly board and committee meetings.
• Drafts and ensures the timely preparation, publishing, and distribution of materials (e.g., requests, agendas, minutes, schedules, notices, resolutions, etc.).
• Manage board documents, including board surveys, rosters and committee membership lists.

Financial/Accounting (10%)

• Log incoming checks.
• Enter accounts payable into QuickBooks.
• Review and assign internal coding to transactions on credit card statements.
• Maintain a digital filing system for coded statements and receipts for transactions on those statements.
• Provides expense management and monthly expense reporting for the President by logging expenses, tracking receipts, creating and submitting expense reimbursement forms.

Office Management/Administration (10%)

• Organize and maintain the organization’s records and files – paper and electronic.
• Facilities management: Act as a liaison to property management and oversee office upkeep.
• Keeps communal office space organized and stocked with appropriate supplies.
• Process daily incoming and outgoing mail.
• Manage Pacific Institute’s email inbox.
• Provide logistics planning support for in-person staff meetings and retreats.
• Work with IT Manager to make certain all staff office machines and telephones are in good working order.

Required Qualifications

• Prior relevant experience in a similar position.
• Proficiency with Microsoft Office applications; Word, Excel, PowerPoint, Outlook Calendar, and Outlook e-mail.
• Prior database experience (preferably Salesforce).
• Excellent interpersonal, written skills, and time management skills.
• Experience with database and financial management applications.
• Travel and expense account experience.
• Experience with managing projects to completion.
• Strong attention to detail, and ability to demonstrate flexibility in a fast-paced, ever-changing environment.
• Ability to handle information with utmost discretion.
• Self-direction, take initiative and are proactive with excellent time management and prioritization skills.

Desired Qualifications

• QuickBooks financial management experience.
• Nonprofit work experience.
• 3-5 years of related work experience and knowledge within functional area.

Physical Requirements

• Prolonged periods sitting at a desk and working on a computer.
• Must be able to lift up to 15 pounds at times. 

Diversity, Equity, and Inclusion

Pacific Institute is committed to workplace diversity and inclusion. We are an equal opportunity employer and do not discriminate in hiring or employment on the basis of race, color, religion, national origin, citizenship, gender, marital status, sexual orientation, age, disability, veteran status, or any other characteristic protected by federal, state, or local law.

Recognizing the inherent inequities that exist in our society, our sector, and our work, the Pacific Institute is dedicated to improving our internal policies, procedures, and programmatic priorities to ensure a diverse workforce and culture of inclusion. We have accelerated our efforts and refreshed our approach to diversity, equity, and inclusion (DEI). We are committed to building a culture where diversity is valued at all levels of the organization. We believe this approach will improve our organizational culture and the quality of our work. As part of this commitment, we request that all candidates include a short statement in their cover letters to address how your addition to our staff would contribute to our DEI efforts.

To Apply

At Pacific Institute, we are dedicated to building a diverse, inclusive, and authentic workplace, so if you’re excited about this role, but your past experience doesn’t align perfectly with every qualification in the job description, we encourage you to apply anyways. You may just be the right candidate for this or other roles.

Please include:

• A cover letter of no more than two pages, including:
  • Your interest in working for Pacific Institute and corporate water stewardship;
  • What does DEI mean to you
  • Any other information you consider important that we know.
• Your CV/Resume;

No phone calls, please. Applications will be accepted until the position is filled.