EXECUTIVE ASSISTANT ---(HYBRID)
BIRMINGHAM, AL

JOB DESCRIPTION: The Executive Assistant will manage and support the operational functions of the organization. This position is on-site with office hours 8:30-4:00 pm daily with the exception of a limited number of special events.

KNOWLEDGE AND SKILLS:

• Experience in bookkeeping and administrative duties; non-profit experience a plus.
• Strong analytical and problem-solving skills.
• Proficient in Microsoft Office and the ability to learn industry specific software: QuickBooks & Salesforce experience preferred.
• Strong written and oral communications skills.
• Strong analytical and problem-solving skills.

MAIN DUTIES AND RESPONSIBILITIES:

• Assist the President/CEO with general office tasks, including, but not limited to development of board filings and paperwork, special projects, copying, emailing, filing, and mailings.
• Develop and maintain a system to track grant applications and reports.
• Maintain volunteer and donor management database (Salesforce), handle Stripe administration, including daily gift processing and producing weekly reports in Salesforce.
• Create and send invoices for event sponsorships and donation pledges. Manage annual FYE/EOY sheet to track donor goals and results.
• Create and send annual tax receipt/contribution letters to donors. Respond to donor needs and requests.
• Open office, receive guests, check and manage U.S. mail, direct general calls and emails.
• Manage office and conference room scheduling.
• Organize, file, and maintain organizational documents, records, and reports on Dropbox. Shred unnecessary physical documents.
• Enter transactions into QuickBooks and produce reports as needed.
• Manage vendor accounts and relationships including but not limited to telephone & internet, printer, parking, and office landlord.
• Coordinate office supplies and maintain relationships with vendors such as graphics designer & printer.
• Help coordinate board meetings, executive committee calls, and special events, including aiding in the preparation of documents and agendas, making necessary logistical arrangements, and general event planning.
• Attend in-house meetings as requested.
• Other duties as assigned.

POSITION REQUIREMENTS:

• Understand and fully support the mission of the organization.
• Ability to maintain strict confidentiality.
• Excellent communication and organizational skills.
• Skills in problem solving and good judgement.
• Ability to work well either independently or as part of a team in a fast-paced
• environment.

The above requirements and duties are not exhaustive and may be altered at the discretion of the President/CEO.