Executive Administrator

Los Angeles, Inc; Los Angeles (CA); On-site; USD 45,000 - 65,000; Full time

Benefits offered by this job

Medical benefits

Dental benefits

Vision benefits

403b options

Job summary

A nonprofit organization in Los Angeles is seeking an Executive Administrator to provide high-level administrative and operational support to the Executive Director and Fund Development Director. The role involves managing schedules, facilitating communication, and organizing fundraising events while ensuring efficient administrative processes. The ideal candidate will have over 3 years of administrative experience and proficiency in Microsoft Office. Full-time employees enjoy health benefits and a collaborative work environment.

Qualifications

• 3+ years of administrative experience, preferably in a nonprofit setting.
• Ability to lift 25-30 lbs., stretch, twist, and sit for long periods.

Responsibilities

• Manage calendars, schedule meetings, and coordinate travel.
• Prepare and edit correspondence, reports, and presentations.
• Assist with board meeting preparation and donor stewardship activities.
• Help organize fundraising events and maintain office records.

Skills

Proficiency in Microsoft Office Suite

Strong communication skills

Ability to manage multiple priorities

Discretion and confidentiality

Education

High School Diploma or equivalent

Tools

Raiser’s Edge

Salesforce

Bloomerang

Job description

Position Summary

The Executive Administrator provides high-level administrative and operational support to the Executive Director and Fund Development Director of a nonprofit organization. This role ensures smooth day-to-day operations, facilitates communication with stakeholders, and supports the organization’s mission through efficient administrative processes.

Key Responsibilities

• Executive Support
  • Manage calendars, schedule meetings, and coordinate travel for the Executive Director.
  • Prepare and edit correspondence, reports, and presentations.
  • Administer files and databases.
• Board & Donor Relations
  • Assist with board meeting preparation, including agendas, minutes, and materials.
  • Support donor stewardship activities, including contacting donors, updating accounts and preparing acknowledgment letters.
  • Act as in-office liaison for Executive and Fund Development directors.
• Event & Program Coordination
  • Help organize fundraising events, community outreach programs, and special projects.
  • Maintain timelines and ensure deliverables are met for organizational initiatives.
• Office Administration
  • Maintain accurate records and filing systems (digital and physical).
  • Participate in regular training to stay up to date on software changes and advancements.
• Compliance & Reporting
  • Assist with fund development reporting and compliance documentation.
  • Support preparation of annual reports and audits.
• Office Oversight
  • Maintain and order office supplies.
  • Order catering for meetings.
  • Miscellaneous duties as delegated by supervisor(s).

Requirements

Qualifications

• Education: High School Diploma or equivalent.
• Experience: 3+ years of administrative experience, preferably in a nonprofit setting.
• Skills
  • Strong proficiency in Microsoft Office Suite and donor management software (e.g., Raiser’s Edge, Salesforce, Bloomerang).
  • Excellent written and verbal communication skills.
  • Ability to manage multiple priorities and deadlines.
  • High level of discretion and confidentiality.
• Physical: Ability to lift 25-30 lbs., stretch, twist, and sit for long periods of time.

Preferred Attributes

• Passion for the organization’s mission and values.
• Detail-oriented with strong organizational skills.
• Ability to work collaboratively with diverse stakeholders.

Benefits

Full-time employees are offered medical, dental, vision and 403(b) options. The Society covers 90% of the cost for medical, vision, and HMO dental benefits.

SVDPLA provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability, or genetics.

The Society of St. Vincent de Paul will consider the employment of qualified applicants with criminal histories in a manner consistent with the requirements of the Los Angeles Fair Chance Initiative for Hiring (Ban the Box) Ordinance.