Administrative Assistant

Position: Administrative Assistant Organization: Youth Speaks, Inc. Supervisor: Operations and Finance Manager Hours Per Week: 32 hrs/week (with full benefits package)

Organization Description:

Youth Speaks is a multi-faceted organization that understands that the power, insight, creativity, and passion of young people can change the world. Founded in 1996 in San Francisco, Youth Speaks is the leading nonprofit presenter of Spoken Word performance, education, and youth development programs in the country. Presenters of local and national youth poetry slams, festivals, reading series, and more, Youth Speaks also offers a comprehensive slate of literary arts education programs during the school day, in the after-school hours, on weekends and evenings. All told, Youth Speaks provides free arts education to tens of thousands of teens per year in the San Francisco Bay Area alone, and has helped create partner programs in over 60 cities across the United States. Youth Speaks annually convenes the Brave New Voices Festival, and houses a repertory theater company.

Job Description:

The Administrative Assistant plays an essential role at Youth Speaks, ensuring smooth and efficient operations by supporting administrative, development and program staff on regular and special administrative projects.

Job Responsibilities include:

Accounting

  • Assist accounting staff to process and organize incoming mail, accounts payable and receivable, bank deposits, documentation for contributions, and other related materials.

  • Create, distribute and communicate about pending invoices, as needed.

  • Ensure that electronic and hard copy files are current and easy to find/share.

  • Communicate with business vendors on behalf of Youth Speaks as needed and appropriate.

  • Be responsible for the safe delivery, and or deposit of documents/funds for Youth Speaks at the post office/private carriers, and the bank.

General Office

  • Manage general office systems, equipment, and procedures, to maintain an efficient, uncluttered, innovative and creative office environment.

  • Perform frequent data-entry to maintain our database (Salesforce) and tracking systems

  • Provide support for evaluation and analysis projects

  • Communicate frequently with Youth Speaks staff to provide updates about schedules, events, opportunities, requirements, and other important information.  To this end, maintain a detailed and clear office calendar.

  • Onboard new staff and volunteers on general Youth Speaks systems and procedures.

  • Generate the necessary documentation for certificates of insurance for program & fundraising staff.

  • Oversee Youth Speaks’ phone system to make sure that phone messages are being properly retrieved and responded to.  Serve as the primary point person for the phone system, managing installation/general maintenance and repair issues.

  • Assist the Finance & Operations Manager with general human resource and business insurance needs, including filing, preparation of standard documents, communication with vendor representatives, and communication with Youth Speaks staff, as needed and appropriate.

  • Help organize staff outings, team-building events, professional development travel, and in-office meetings with staff and Board.

Executive Support

  • Assist the Executive Director and Managing Director to schedule meetings, make hospitality arrangements, document meetings, and perform other related administrative tasks, as needed.

Programs

  • Play a central role in the coordination of supplies, logistics, and participant travel and registration for Youth Speaks conferences and festivals.

  • Assist with supply and hospitality purchasing.

Development

  • Perform support activities as requested by Development staff.  In particular, support Development staff in carrying out Youth Speaks’ annual gala and VIP events.

Required Qualifications:

  • Minimum 1-2 years professional experience

  • Commitment to youth development and/or arts education programs

  • Ability to work independently and as part of a team

  • Excellent interpersonal, communication, and organizational skills

  • Strong computer skills (Word, PowerPoint and Excel) and ability to independently compose correspondences

  • Strong attention to detail

  • Experience with basic project management and workflow re-design

  • Database experience, preferably Salesforce CRM

  • Ability to make clear and compelling presentations to staff and Board

  • Ability to direct others to execute tasks

  • Strong reliability, especially when dealing with confidential financial and personnel information

  • Positive attitude, a strong desire to make a difference, and strong interest in working for a nonprofit organization

  • The position is located at Youth Speaks’ office in San Francisco.

  • Position involves lifting, carrying, and walking up stairs

Benefits:

This is a part-time position with a benefits package that includes health and dental benefits and vacation/holiday/sick pay.

Compensation:

Compensation based on experience.

EEO/AA:

Youth Speaks is an equal opportunity employer. We strongly encourage and seek applications from women, people of color, including bilingual and bicultural individuals, as well as members of the lesbian, gay, bisexual, and transgender communities. Applicants shall not be discriminated against because of race, religion, sex, national origin, ethnicity, age, disability, political affiliation, sexual orientation, gender identity, color, marital status, or medical conditions. Reasonable accommodation will be made so that qualified disabled applicants may participate in the application process. Please advise in writing of special needs at the time of application. To Apply: Please send a cover letter and resume to kplam@youthspeaks.org by no later August 25, 2014. In subject line, please write: Administrative Assistant.  No calls please!