Administrative Assistant (MF)

Metta Fund; San Francisco (CA); On-site; USD 34,000 - 44,000; Part time

Job summary

Metta Fund is seeking an Administrative Assistant to join our San Francisco office on a part-time, non-exempt basis. The successful candidate will be the first point of contact for visitors and calls, and will support daily operations.

Responsibilities include managing the Community Room and calendars in Salesforce and BoardEffect, assisting with board and program meetings, coordinating invitations, notes, and basic admin tasks for the CEO and staff.

Qualifications

• At least 3 years of administrative experience.
• Degree recommended: Associate’s or Bachelor’s.
• Proficient with Windows and Microsoft Office suite; experience with database management.
• Experience with Salesforce and BoardEffect.
• Experience with list management processes and tools.
• Excellent attention to detail and ability to manage multiple ongoing tasks.
• Excellent written and verbal communication; strong interpersonal skills.
• Ability to work independently and take initiative.
• Working collaboratively as part of a small team.

Responsibilities

• Greet visitors and screen phone calls; serve as first point of contact.
• Manage Community Room calendar and Salesforce data entry.
• Prepare Community Room for meetings and assist with equipment usage.
• Plan events for Board, Executives and Programs; invitations and food orders.
• Create and manage invitation lists using Salesforce and online tools.
• Take meeting notes and transcribe for distribution.
• Prepare Board meeting materials and upload to BoardEffect.
• Provide general administrative support for CEO and staff.
• Handle mail, email, scheduling, and filing documents.
• Set up meetings, conference calls and webinars; maintain calendars.
• Maintain reception area, Community Room, supply room, and kitchen.

Skills

Administrative experience

Database management

Windows OS

Microsoft Office

Salesforce

BoardEffect

List management

Attention to detail

Written communication

Verbal communication

Independent work

Team collaboration

Education

Associate's or Bachelor's degree recommended

Tools

Salesforce/FoundationConnect

BoardEffect

Job description

Position: Administrative Assistant
FLSA: Part-time, Non-exempt
Reports to: Director of Administration
Location: San Francisco, CA
Start Timeframe: Metta Fund seeks to have an individual in place as soon as possible
Compensation: This position offers competitive compensation

Essential Duties and Responsibilities:

• Serve as the initial face of the foundation, including greeting visitors and answering and screening telephone calls
• Manage Metta Fund’s Community Room calendar, and complete database entry in Salesforce for Community Room reservations and grant-related activities
• Prepare Community Room for meetings, orient users on equipment usage, handle breakdown and cleanup after meetings; serve as a liaison to Community Room users by answering any questions they have and processing paperwork
• Event planning for Board, Executive and Programs, including but not limited to sending out invitations, set-up, and food ordering
• Create and manage invitation list for events using Salesforce database, online invitations and other electronic tools
• Take staff meeting notes, and transcribe notes for distribution
• Assist in preparing Board meeting materials and uploading into BoardEffect system
• Provide administrative support for foundation staff, including any special projects designated by the CEO, photocopying, collating, scanning, mailing, scheduling, and filing documents
• Handle incoming and outgoing correspondences such as U.S. mail, email, i.e. Metta info email
• Set up meetings, conference calls and webinars as needed
• Maintain office staff calendar
• Maintain a clean reception area, Community Room, supply room, and kitchen

Qualifications and Requirements:

• At least 3 years of administrative experience required
• Associate’s or Bachelor’s degree recommended
• Strong computer skills, including maintaining a database. Proficient with Windows, Microsoft Office (Word, Excel, Outlook, PowerPoint, Access), Salesforce/foundationConnect, BoardEffect
• Experience with list management processes and tools
• Excellent attention to detail and ability to manage multiple ongoing tasks
• Excellent written and verbal communication and interpersonal skills
• Work independently and take initiative in decision-making and problem-solving
• Working collaboratively as part of a small team

Metta Fund is equal opportunity employer. All applicants will be considered for employment without attention to race/ ethnicity, religion, age, sex, sexual orientation, gender identity, national origin, veteran or disability status.