ADMINISTRATIVE ASSOCIATE

*This is a hybrid position that may convert to an in-person model.

Position Summary

The Administrative Associate will report to the Senior Operations Manager. As a critical member of the Administration Team, the Administrative Associate will provide administrative and clerical support on a variety of organization-wide projects and initiatives, as needed. The Administrative Associate is responsible for providing organizational and operational support in the design, planning and execution of external meetings, conferences, workshops, fundraisers, and other special events.

The successful candidate will be comfortable working in a fast-paced and changing landscape of priorities and responsibilities and be able to work independently and on variety of teams. Excellent project management, administrative and clerical skills, including a strong attention to detail, the ability to multi-task, prioritize and meet deadlines are required. The successful candidate will also possess a proactive work style that anticipates the needs of one’s supervisors and colleagues and will be expected to learn technical and specialized rules, regulations, policies, procedures, and activities related to the assigned duties. The work entails dealing professionally with highly confidential information and requires a high degree of customer focus.

Responsibilities include, but are not limited to:

• Administrative support for the Vice President of Policy and Programs (10%), Chief Financial Officer (10%), and Director of Educational Equity (20%); schedule internal and external meetings, including preparing all necessary information and materials required for meetings, taking messages, participating in, and taking notes during conference calls and meetings, and drafting and reviewing correspondence. Ensure that preparations for meetings are made in a timely and professional manner.
• Assist with processing certificates of insurance and general liability insurance documents.
• Finance support: File documents and process check requests via Adobe. Prepare correspondence for government entities.
• Order supplies, furniture, and/or equipment in accordance with organizational guidelines.
• Assist staff with the preparation of collateral materials and mass mailings, including fundraising invitations, meeting packets and signage.
• As appropriate, assist other departments and work as a member of the Administration Team by demonstrating professional and cooperative demeanor with supervisors and co-workers.
• Provide administrative coverage for members of the Administration Department who are on leave or out of the office.
• Participate in organization-wide planning, development, and communication activities, as needed, and ensure adherence to Catalyst California goals and policies within the project area.
• Other duties as assigned, dependent on organizational needs and employee skills.
• Sincere and demonstrated commitment to advancing social and/or racial justice progress for the highest-need communities.
• Strong interpersonal, written, and verbal communication skills are required. Demonstrated ability to compose and edit correspondence and basic reports, knowledge of business English, grammar and punctuation is required, with knowledge of a variety of writing styles and formats.
• Critical thinking in assessing, compiling, and disseminating information is necessary.
• A proven ability to interact well with staff at all levels in an organization and to work as a productive team member are also required. Sense of discretion and a high degree of professionalism is required.
• Screen and handle telephone calls using proper etiquette. Computer literacy, including strong word processing experience and working knowledge of Microsoft Office software and a willingness and ability to learn other computer programs as required.
• Excellent organizational skills with demonstrated ability to execute projects on-time and on-budget. A strong attention to detail is required. Flexibility to adjust and contribute to continually evolving work situation and changing priorities. The ability to multi-task various assignments, prioritize work, and adjust to multiple demands. Comfort working under pressure and tight deadlines.
• Skilled in determining matters of importance and information of use, exercising initiative in accomplishing any related tasks; give, deny or ask for information in a tactful and friendly manner and discretion in giving information about plans and/or action to anyone is required. An intuitive ability to recognize and appropriately convey the sensitive nature of any situation and the ability to keep all matters appropriately confidential is necessary.
• Ability to work independently and with minimal supervision. Ability to take initiative and follow tasks through to completion. Demonstrated ability to work in a small team setting.
• Must be able to travel within California.
• Minimum of three years of administrative experience, preferably at a nonprofit or social justice organization (beyond summer or short-term internships).
• Bachelor’s degree required.
• Equivalent combination of education and experience sufficient to successfully perform the essential job duties may be considered.
• · Comprehensive medical, dental, and vision benefits with an affordable employee contribution spouses and/or dependents, including registered Domestic Partners.
• 403B retirement plan with employer matching benefits after 90 days.
• Flexible Spending Account for eligible employees to allocate pre-tax money throughout the year

• Provide basic IT support including computer, email, voice/data communications and LAN set-up for new staff or for office relocations, as required. Set up conference room equipment for large meetings or special gatherings or events.
• Assist in the planning and convening of Advisory Board meetings, including preparing and mailing board packets, coordinating travel for Board members and organizing various meeting related events, and taking notes/minutes at the meeting.

In coordination with the Senior Operations Manager assist in the development of forms, procedures, and manuals for the Administration, HR and/or Finance Departments.

Utilize organization-wide applications and e-tools to support projects or team assignments.

• Schedule hotel and flight accommodations for Catalyst California staff, specifying times, dates, best connections, meals, seat locations, car rental, etc. and procures necessary documentation such as passports, visas, or other clearances.
• Ensure that travel needs are met within the constraints of the organization’s travel policies, procedures, and budget.

• Provide event planning support to staff, including the coordination of timelines and logistics, ordering food and supplies, securing locations, tracking budgets and expenses, communicating with vendors, and providing day-of event support (set-up, registration, note-taking, breakdown and related activities).
• As appropriate, track event RSVPs and/or ticket/sponsorship sales.

Additional Duties

Qualifications

To perform this job successfully, an individual must be able to perform each essential job function assigned satisfactorily. The requirements listed are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Candidate profile, skills, and abilities:

Education & Experience:

Salary

In the spirit of pay transparency, we are excited to share the base salary range for this position is $60,000 - $65,000. If you are hired at Catalyst California, your final hourly wage will be determined based on factors such as skills, education, and/or experience. In addition to those factors, we believe in the importance of pay equity and consider internal equity of our current team members as a part of any final offer. Please keep in mind that the range mentioned above is the full salary range for the role. Hiring at the maximum of the range would not be typical in order to allow for future and continued salary growth.

Benefits

• 15 vacation days, 6 personal days, 8 sick days, and 2 weeks paid parental leave along with national and office holidays.
• Organizational and team Wellness Days to build team cohesion and camaraderie.
• Opportunity to work in a flexible work culture that is sensitive to employee wellbeing and encourages work-life balance.
• Opportunity to see the meaning and impact of your work at an organization actively building more equitable communities and systems across California.
• Opportunity to work in an organization dedicated to pay equity and diverse work culture.
• Yearly professional development allowance and support of personalized professional development goals.