Administrative Assistant

The East Palo Alto Academy Foundation is seeking a highly motivated, highly organized individual to manage the operational and administrative tasks of EPAAF. The ideal candidate is a self-starter who shows initiative, collaborates well with others, and holds a strong belief in the EPAA and EPAAF missions and educational model. Reporting directly to the executive director, this role performs multiple administrative functions and supports the general operations of EPAAF.RESPONSIBILITIES:General OperationsManage EPAAF shared calendars and provide scheduling support for the executive director as neededProvide logistical support for EPAAF board, committee, and team meetings, including scheduling; taking, editing, and correctly filing meeting minutes; creating agendas and slide decks; and meal planning if neededMaintain organization of EPAAF policies and procedures and board-related documentsManage the yearly retention and destruction of EPAAF sensitive documentsManage Google Drive and operations softwareManage office supply inventory and orderingPick up and scan the mail weekly and run other errands as neededFinanceUpdate and maintain financial tracking documentsProcess bills, invoices, and staff reimbursementsPerform monthly reconciliation in conjunction with accountantDevelopmentInput donations and send thank you notes to donorsSupport with communications and solicitations, including preparing lists, mail-merging letters and labels, packing, and shipping/mailingMaster and manage email lists and service platform(s) for communications & eventsProvide logistical support for events and other donor engagement opportunitiesProgramsCreate and send scholars their funding election forms quarterly/semesterlyPrepare and process scholar funding requestsInput and process scholar survey and application dataCreate scholar files for the new cohort each yearSKILLS AND CHARACTERISTICSStrong interpersonal skills and personal integrityExcellent oral and written communication skills; demonstrated ability to edit and proofread effectivelyStrong organizational skills with close attention to detailStrong typing skillsProficient in using the internet (including navigation of various SaaS platforms)Proficient in Microsoft Office (including mail merge), Google Workspace, prior experience with Salesforce is a plusAbility to problem-solve and troubleshootComfortable and confident in working with first-generation college studentsComfortable discussing issues of race and class, as well as an understanding of the obstacles and conditions facing underserved youth in our communityAble to thrive in a small team environmentAble to work autonomously yet take direction and provide support as neededAble to manage priorities and deadlinesAble to maintain confidentialityExcellent work ethic and can-do attitude