Position Executive Assistant
Status: Full-Time/Year-Round
Reports to: Executive Director
The Organization:
Founded by UCLA students in 1982, Outfest is the leading organization that is showcasing, nurturing, and preserving lesbian, gay, bisexual and transgender film images and artistry. Outfest builds community by connecting diverse populations to discover, discuss and celebrate stories of LGBT lives. Over the past three decades, Outfest has led the charge, spotlighting emerging talent, creating community between filmmakers and audiences and offering a world-class forum for stories that reflect and transform LGBT lives.
Mission:
Outfest protects our past, showcases our present and nurtures our future by fostering artistic expression of gender, sexuality and LGBTQ culture and its transformative social impact on the world.
Job Summary:
The Executive Assistant will provide administrative and project management support to the Executive Director (ED) particularly to maximize the organizations effectiveness in all fundraising areas.
Essential Duties & Responsibilities:
- Database/Document Management: Manages internal use of database software (PatronManager) and provides support during Board, Committee and Senior Team meetings as needed. Enters contact information and coding for new donors, advisors, etc.
- Administrative Support: Provides administrative support to the ED taking on project based work and other duties as assigned.
- Scheduling and coordination: Maintains ED's calendar, scheduling all internal and external meetings, noting events and appointments (including all necessary information and materials). Makes arrangements for ED's meetings, coordinating with staff to be present and collecting relevant documents. Works with ED to ensure that preparations for meetings are made in advance. Maintains a tickler system of all major assignments given to Managers.
- Board: Coordinate Board of Directors meetings including RSVP lists and meeting documents. Schedules fundraising meetings with Board and ED.
- Fundraising: Research Major Donor prospects and grant/foundation prospects as needed.
- Filing: Maintains ED's personal and general files as appropriate by subject, date, organization or pending issue, determining the system best for quick recovery. Enters new contact information into the constituent database as well as ED's contacts.
- Events: Provides on-site support at events. Coordinates with other staff regarding off-site events for ED involvement i.e. talking points, call time and agenda.
Qualifications:
- Minimum three years experience as an executive assistant, preferably at a nonprofit organization.
- Associate of Arts degree or equivalent is required; higher education or business/secretarial training preferred.
- Strong interpersonal, written, and verbal communication skills are required. An ability to compose and edit correspondence and basic reports, knowledge of proper English, grammar and punctuation is required, with knowledge of a variety of written styles and formats. Critical thinking in assessing, compiling and disseminating information is necessary. A proven ability to interact well with all levels in an organization, donors, and grantees, and work as a productive team member is also required.
- Computer literacy, including strong word processing experience, and strong working knowledge of Microsoft Office and Google Apps. Working knowledge of PatronManager software preferred, with a willingness and ability to learn appropriate database, spreadsheet and other computer programs.
- Organizational Skills: Good organizational skills and ability to multi-task and support two senior managers. Good attention to detail.
- Strong organizational and project management skills and attention to detail. Ability to prioritize work and adjust to multiple demands.
- Skill in determining matters of importance and information of use to the ED. 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 well independently and as team member. Ability to take initiative, and follow tasks through to completion.
- A commitment to Outfest's mission and an understanding of its programs and their role in the broader LGBT community.
General qualifications:
- Ability to sit and work at a desk for several hours at a time.
- Ability to travel and attend meetings, presentations and events outside the office.
- Work may require occasional weekends and/or extended workday.
- Must be able to lift 50lbs
Outfest is an equal opportunity employer. Outfest strongly believes in the strength of diversity and therefore, actively encourages applications from women, people of color, and any qualified person, who supports Outfest's mission.
Salary: $35,000
To be considered for this position please supply:
- Resume
- Cover letter to include a brief statement as to why you are interested in working for Outfest
- Two Professional References (minimum)
Interested applicants should submit this information to hiring@outfest.org.
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