Executive Assistant

DESCRIPTION SUMMARY

The Executive Assistant provides high-level administrative and organizational support to the Chief Executive Officer Chief Operating Officer and Development leadership ensuring the smooth and efficient operation of the executive office while supporting the daily activities of the Development Department. This role manages scheduling correspondence and expense reporting; serves as a key liaison to the Board of Trustees; and supports board and committee communications meetings and documentation. The Executive Assistant also maintains critical records prepares reports and supports donor-related data management including work in DonorPerfect. Success in this role requires strong attention to detail professionalism discretion and the ability to manage multiple priorities while working collaboratively as a dependable team member. This role requires sound judgment the ability to anticipate needs and a proactive approach to supporting executive leadership.

ESSENTIAL DUTIES AND RESPONSIBILITIES

GENERAL RESPONSIBILITIES

• Assist the CEO COO and Development leadership with assigned responsibilities and duties.
• Support the daily operations of the Administrative Office as needed.
• Work collaboratively as part of a team to complete priorities in a timely and professional manner.
• Support the CEOs work with the Board of Trustees and Board Committees.
• Coordinate Board of Trustees communications activities meetings and documentation.
• Serve in designated roles such as Notary Historian and Proofreader for the organization.

SPECIFIC TASKS

• Compose general correspondence for the CEO and manage related administrative tasks efficiently including calendar appointments and expense reports.
• Handle incoming and outgoing calls and messages for the CEO and Board of Trustees and route calls appropriately.
• Draft and manage correspondence and materials requested by the CEO or members of the Board of Trustees.
• Record transcribe and distribute minutes for Board of Trustees meetings and committee meetings.
• Prepare and distribute Board of Trustees correspondence related to monthly meetings.
• Track attendance and responses for Board and committee meetings.
• Prepare meeting agendas and organize supporting materials for meetings.
• Assist the CEO with meeting preparation and setup as needed.
• Coordinate committee meetings for The Living Desert and maintain accurate attendance records.

ADDITIONAL DUTIES

• Maintain historical records for The Living Desert and central donor files.
• Pull reports from DonorPerfect on Board giving.
• Pull year-end reports for capital and endowment activity from DonorPerfect.

SPECIFIC SKILLS

• Strong verbal and written communication skills with the ability to communicate clearly concisely and persuasively.
• Strong typing vocabulary and basic mathematical skills.
• Exceptional interpersonal skills and the ability to work collaboratively with colleagues volunteers donors and leadership.
• Ability to work effectively in a team environment.
• Willingness to build and maintain professional relationships.
• Ability to perform duties with a high degree of independence integrity and ethical standards.
• Ability to work in a hands-on fast-paced departmental environment.
• Exceptional organizational skills and attention to detail.
• Ability to read reports gather and analyze data and compile information for written reports.
• Proficiency with personal computers and software programs including Word Outlook Excel Sound Organizer and fundraising software with preference given to DonorPerfect experience.

EDUCATION AND PREREQUISITES

Minimum of three years of experience as an Executive Assistant Executive Secretary Office Manager or in a similar administrative support role along with the skills listed above.

WORKING CONDITIONS

TYPICAL WORKING CONDITIONS: Work is performed primarily in an office environment with no unusual exposures. Position may also require working outdoors in extreme heat or moderate cold for periods of time as well as occasional work off-site in the community.

PHYSICAL EFFORT: Occasional standing walking bending twisting climbing crawling kneeling and reaching.

DISCOMFORT/RISKS: Occasional exposure to extreme heat chemicals dust and airborne materials.

HOLIDAY/EVENING WORK: Occasional evening weekend and holiday work required.

TRAVEL: Some travel may be required to attend local events within the Coachella Valley and on occasion outside the Coachella Valley including to assist with cultivation receptions.

OTHER: Must possess a valid California drivers license and be insurable under The Living Deserts automobile policy.