The position of Executive Assistant provides a range of clerical and administration support to the Santa Monica Mountains Fund (SAMO Fund) office, as well as providing the reception desk service to the National Park Service (NPS). Work will take place in an office environment with occasional duties in other locations or outdoors.
Donor Database: Make accurate entries of donors to database and acknowledge donations in collaboration with SAMO Fund managers.
Events: Organize and document materials list for events and ensure all necessary materials are packed and ready for transport to events in a timely fashion. Arrange volunteer rosters for events and occasionally help staff a booth with SAMO Fund manager.
Documents: Using the entire MS Office Suite, prepare documents and letters for internal and external recipients.
Technology: Sufficient knowledge to be able to use, learn and adapt to changing information technology.
Supervision: Supervise volunteers and office intern when they are involved in administrative work.
HR support: Input timecards, create appropriate paperwork, carry out all filing, working under the supervision of relevant NPS staff and SAMO Fund managers.
Front Desk: Greet visitors, distribute maps and information as required, call contact or escort guests to meetings, accept packages and inform recipients, affix postage to outgoing packages and mail, distribute mail to NPS and SAMO Fund staff, log in checks and certified mail.
File Organization: Organize computer Dropbox and paper files so that personnel can find key documents. File necessary items, and set up files and binders as required.
Volunteer Time Sheets: Document SAMO Fund volunteer hours for each volunteer and submit to park staff on a quarterly basis.
Office Supplies: Organize office supply cabinets, purchase supplies needed, and maintain materials.
Cash Donations: Count money, roll coins, and make deposits in collaboration with CFO.
Meetings: Take notes and write up board and committee meetings in collaboration with ED. Reserve meeting rooms and purchase refreshments as required.
Phones: Answering phones, routing calls to the appropriate person and taking messages where necessary.
Travel: Make travel arrangements for SAMO Fund managers.
Orders: Make food orders for National Park Service and SAMO Fund events.