EXECUTIVE ADMINISTRATIVE ASSISTANT
JOB TITLE: Executive Administrative Assistant
REPORTS TO: Executive Director
STATUS: Part-time
PAY RANGE: $20-$23/hr
GENERATOR MISSION: Generator is a combination of business incubator, artist studio and classroom at the intersection of art, science, and technology. We provide the tools, expertise, education, and opportunity to enable all members of our community to create, collaborate, and bring ideas to fruition.
POSITION OVERVIEW: Generator seeks a dynamic, organized, self-starter capable of providing high-level administrative support to the Executive Director. The Executive Administrative Assistant will be responsible for providing light bookkeeping, general office management, support fundraising activities, and supporting our team. This position offers an opportunity to grow professionally in organizational leadership, project management, and development and fundraising.
DUTIES AND RESPONSIBILITIES
- Support the Executive Director in day-to-day activities to enhance the organization’s performance: Manage executive calendar; Schedule meetings; Send reminders; Provide research and prepare materials; and Draft and edit communications on the executive’s behalf
- Support Development and Fundraising activities: Schedule and prepare for donor / key stakeholder meetings; Preparing agendas and welcoming visitors; Attend functions and events to support director-level staff as needed.
- Support stakeholder events and Generator tours: Meet & greet visitors; Take notes and follow-through with post-meeting communications;
- Support Board Committees by ensuring regular meeting schedules, note taking and execution.
- Co-facilitate weekly all staff meetings, manage notes, prioritization, and project execution.
- Maintain comprehensive and accurate records; develop an organized filing and archiving system that integrates departments.
- Maintain up-to-date Staff Handbook ensuring current policies & procedures
- Coordinate hiring, training, and HR filing for Generator employees
- Assist in budget preparation and bi-monthly Board reporting; file accounts payable and receivables in coordination with bookkeeper.
- Invoice creation for Generator’s various billable programs including programming, fabrication services, and space rentals.
- Receive and process mail, order office supplies, and manage general weekly office tasks.
AUXILIARY DUTIES
- Support Generator’s staff team to ensure operational excellence while fostering collaborative team culture.
- Support the Executive Director and Generator with other duties as assigned.
- Attend and support events.
*This position does require occasional evening and weekend work.
QUALIFICATIONS
- Minimum of a Bachelor’s degree; or 2+ years experience in administrative support;
- In-depth understanding of google workspace
- Experience supporting executive level offices in a non-profit;
- Experience with project management;
- Comfortable working in an administrative role in a vibrant and busy environment;
- Exemplary interpersonal and communication skills (verbal and written);
- Ability to organize a daily workload by balancing multiple competing priorities.
- Able to manage a budget, experience with financial oversight;
- Interest and/or experience in fundraising or equivalent experience.
- Experience in data management, attention to detail and well-organized
- Ability to handle confidential and sensitive information.
- Ability to meet deadlines in a fast paced, rapidly evolving, team environment.
BENEFITS
- Free Generator membership and tool training as necessary.
- Paid Time Off
- Plenty of opportunity to grow professionally!
