REPORTS TO: President

AREA: Administration

JOB TYPE: Full-Time

OBJECTIVE:

The purpose of this position is to support the executive, administrative, and development needs of the National C-CAP office and to execute with effectiveness and efficiency.  The Administrative/Executive Assistant also works directly with the National and Satellite offices to coordinate deliverables with vendors, offices, and schools.

ESSENTIAL FUNCTIONS:

Administrative Support

1. Provides general administrative and clerical support including mailing, scanning, faxing, filing, copying, and ordering to help NY office (all departments) and satellite programs

2. Welcomes visitors in person or on the telephone and screens general email inbox; answers or refers inquiries

3. Opens, sorts, and distributes incoming correspondence and packages

4. Assists Director of Development and Development Associate with development of policies and procedures

5. Receives and enters checks into the Incoming Payments spreadsheet

6. Assists Chief Administrative Officer with invoice coding and credit card reconciliation

7. Maintains office supply inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies

8. Generate weekly reports from Raiser’s Edge in order to prepare donor acknowledgement letters

9. Work with Development Staff to execute Annual Benefit by providing assistance including but not limited to, product and auction donation solicitation, guest list  maintenance, benefit correspondence, coordinating deliveries and day of event support

10. Work with Director of Development to secure annual product donations for partner schools

11. Maintain media / press archives on the shared drive

12. Take notes and keep meeting minutes

Executive Support

13. Maintains the President and the Founder’s calendars by planning and scheduling meetings, conferences, conference calls, and travel

14. Prepares expense reports for President and Founder

15. Assists President with drafting correspondence and special projects, such as connecting the President with donors

QUALIFICATIONS:

• Must be familiar with the various computer software systems used by office staff, which currently includes (but is not limited to) Microsoft Office for Mac, Raiser’s

Edge, Salesforce, and Google Suite

• Must have strong organizational and time management skills, detail orientation, excellent written and oral communication skills, a spirit of collaboration, an

interest in performing a critical support role in a fast-paced environment, and the ability to adapt to changing priorities.

• Must maintain a positive, flexible attitude and professional demeanor when asked to assist in special projects or ad hoc duties

• Basic understanding of development / fundraising

• Knowledge of and interest in hospitality industry a big plus

• General belief in the mission of C-CAP

To apply please submit resume and cover letter to hr@ccapinc.org. Applications without a cover letter will not be considered.