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Executive Assistant

Job Title:                      Executive Assistant

Department:                    Administrative

Reports to:                       Executive DIrector

FLSA Status:                     Non-Exempt

Date Prepared:                December 2023

Wage:                               $20/hr  (starting)

Mission

The Bird Rescue Center began as a rehabilitation center for Sonoma County’s wild native birds but has grown to service or assist 5 Northern California counties and beyond. Our mission is two-fold: to assist in the rescue, treatment, and release of injured, orphaned, or ill birds in the northern San Francisco Bay Area, and to educate the public regarding their ecological importance through our Resident Ambassador Program. The Bird Rescue Center is a 501(c)(3) nonprofit wildlife hospital that has serviced northern California for 40 years, providing care for approximately 3,000 birds annually that are brought to us by the public

Please send a cover letter, resume, and 3 professional references to the below email address.

For questions, please contact the Executive Director, Ashton Kluttz
Email: Ashton@thebirdrescuecenter.org
Subject Line: Executive Assistant
Mail: Attn: Ashton Kluttz
The Bird Rescue Center

3430 Chanate Road
Santa Rosa, CA 95404

How to Apply

Job Summary

The Executive Assistant is responsible for high-level administrative support to the Executive Director (ED) to ensure efficient accomplishment of key tasks and communications. At the time of hire, this position has a strong focus on supporting fundraising activities.

This is a part-time (24 hours per week), non-exempt role.

General Duties and Responsibilities

  • Assists with various events and activities.

    • Obtaining quotes from vendors, contacting venues, attending meetings and keeping records.

    • Assists in developing project plans per major event, ensures duties and tasks are distributed and completed.

    • Attending events and acting as representative of the organization as receptionist, assisting visitors/vendors/attendees.

    • Pre- and post-event and fundraising correspondence.

  • Provides high-level administrative support and assistance to the ED and/or other assigned leadership staff; including but not limited to:

    • Managing the ED schedule, including scheduling meetings, confirming appointments, and prioritizing sensitive matters.

    • Drafts letters, memos, invoices, reports, and other documents on ED’s behalf.

    • May attend meetings on behalf of ED, taking notes and recording minutes.

    • Receives incoming communication on behalf of ED, reviews content, determines importance, and summarizes and/or distributes content to appropriate staff.

    • Granting agency review and information compilation.

    • Aiding with inventory and errands as needed.

  • Aids in donor management systems including, but not limited to:

    • Data input and analysis.

    • Pulling reports that assist in financial or fundraising needs.

    • Bi-yearly mailing list reviews.

  • Support ED with creating and processing reports including, but not limited to expense reports, monthly board reports and compiling financial information for third parties.

  • Special projects, duties and/or other responsibilities as assigned.

  • Additional  responsibilities  may  be  added  as  the  organization  grows  and  develops.
     

Qualifications

  • High school diploma required; BA in Business Administration or related field preferred

  • 3 years executive, administrative or general office support experience preferred.

  • Excellent organizational skills and attention to detail.

  • Excellent time management skills with a proven ability to meet deadlines.

  • Ability to function well in a high-paced and at times stressful environment.

  • Ability to work with limited supervision.

  • Excellent customer service, employee relations, teamwork, and interpersonal skills.

  • Excellent verbal and written communication skills.

  • Ability to effectively handle and prioritize multiple projects.

  • Ability to handle sensitive information in a highly confidential manner.

  • Strong computer skills and ability to learn various data systems; highly competent with Microsoft Office Suite (Word/Excel/PowerPoint).

  • Possess and maintain a current, valid California driver license as accepted by our insurance carrier. Excellent driving record.

  • Actively promotes a culture of excellence through leadership, job knowledge and work ethic.
     

Working Conditions and Physical Requirements

The work environment and the physical requirements described are representative of those an employee will encounter and will need to meet to successfully perform the essential duties and key responsibilities of this position. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

  • Ability to work in a standard office setting, sitting at a standard office desk, and to use standard office equipment, including a computer

  • Required to consistently lift 25-50 pounds, occasionally overhead.

  • Ability to work long hours on your feet.

  • Position requires extensive standing, walking, and considerable bending, cleaning, and lifting.

  • Working conditions vary with season ranging from wet and cold to warm to hot.

  • Ability to lift and handle the variety of birds in our program.

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