Reports to: Vice President, Development
Job Description
The Executive Assistant provides high-level administrative support by conducting research, preparing statistical reports, handling information requests, and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings. Specifically, the incumbent performs the following tasks:
- Manage and maintain Vice President, Development's calendar and schedules
- Make appointments as directed by the Vice President, Development
- Assist in meeting preparation with individual, foundation, and corporate donors and prospects (e.g., prepare materials, book meeting venues, arrange conference phone calls)
- Prepare meeting notes, memos, correspondence, budgets, and other documents, using word processing, spreadsheet, database, or presentation software; track meeting action steps using database software and other tools
- Draft communication pieces such as donor meeting invitations and thank-you notes as requested by the Vice President, Development
- Read and analyze incoming memos and reports to determine their significance and plan their distribution
- Open, sort, and distribute incoming correspondence, including faxes and email
- File and retrieve documents, records, and reports; oversee online and hard copy file management for Vice President, Development
- Prepare responses to correspondence containing routine inquiries
- Assist Major Gifts Officer as needed, including providing support for donor meetings and special events
Qualifications
- Bachelor's degree minimum
- A minimum of three years' experience in an administrative position, preferably in a not-for-profit development office
- Special events experience a plus
- Proficiency in Microsoft Word, Excel and PowerPoint, Database management internet research experience
- Experience with preparing layouts and print presentations
- Excellent verbal and written communications skills
- Ability to present information concisely and effectively, both verbally and in writing
- Ability to proofread and make editorial corrections
- Ability to organize and prioritize work, take initiative and problem solve
- Ability to work independently
- Evidence of careful attention to detail; well organized
- Ability to work well as with all levels of internal management and staff, as well as with prospective and current individual and foundations donors
- Excellent interpersonal skills
To apply, please send a letter, résumé, and a list of three professional references in one document with “Executive Assistant” in the subject line, to recruiting@calparks.org. No phone calls, please. We will contact you if we wish to pursue your application.
About California State Parks Foundation
With 130,000 members, CSPF is the only statewide independent nonprofit membership organization dedicated to protecting, enhancing, and advocating for California’s 278 state parks, the largest state park systems in the U.S. The Development department provides direct fundraising and development support activities to sustain and enhance the institutional mission.
