Description, Compensation and Benefits:Position Summary: The position is responsible for creating the best first impression of WEAVE possible and maintaining WEAVE’s reputation of being a welcoming, inclusive, and responsive organization with survivors, colleagues, volunteers, donors, and community supporters. This is accomplished by being a key member of the reception team that accommodates clients, donors, staff, and guests and ensures maintenance of records and documentation. The position supports five C-Level Administrators including scheduling, document preparation, and maintenance of administrative files and records. The person must demonstrate unwavering discretion in working with confidential information.
Responsibilities & Duties:
- Provide daily coverage of the WEAVE reception desk including greeting guests, checking in clients, providing referrals, accepting deliveries, and processing mail.
- Collect and distribute client documents and forms.
- Scheduling individual and group counseling appointments for clients.
- Provide administrative support to five C-Level leaders including CEO, CFO, Chief Strategy and Sustainability Officer and two Chief Program Officers.
- Coordinate calendars and schedule meetings on behalf of C-Level leaders.
- Notify board members of upcoming board and committee meetings including scheduling meetings, disseminating meeting materials, etc.
- Maintain current roster of board and committee members and data entry of board and committee volunteer hours.
- Prepare letters, contracts, and similar correspondence for signature, arrange for delivery (electronic, mail, in-person) and pick up completed documents when needed.
- Serves as contact person for use of WEAVE conference and meeting rooms including managing room calendars, scheduling external requests for room use, and ensuring rooms are maintained in an appropriate set up.
- Coordinates logistics for all board and committee meetings including purchase of food and beverages, room set up and room clean up.
- Assists with maintaining agency equipment inventory in compliance with policies including documenting purchase of new equipment, where equipment is deployed, and retiring of outdated/broken equipment.
- Conducts annual physical inventory of all agency equipment.
- Coordinate tours with donors, supporters, etc. and the CEO including obtaining confidentiality agreements and arranging tour with residential programs staff.
- Assists with facility management and repairs by meeting vendors at different locations, assisting with gathering bids and quotes, etc.
- Prepares all check requests for agency expenses related to facilities, repairs, maintenance and day to day operations.
- Conducts monthly assessment of agency emails, phone extensions, and access to databases, etc. to ensure access is limited to appropriate employees.
- Maintains electronic files of organizational documents including board manual, agency operations handbook, etc. including make updates, posting updated versions to shared folders, sending updates to Human Resources for posting to one point employee management system, etc.
- Fields administrative and general information calls received on business line or forwarded from the Support & Information Line.
- Maintains documentation and receipts and prepares reconciliation of monthly credit card statements and expense reports for C-Level leaders.
- Deliver and/or pick up documents required for agency business from board members, funders, and community partners.
- Track and enter administrative volunteer time including hard copy documentation and entry into ETO database. Other duties as assigned.
Qualifications and Job Requirements:Qualifications:
- Ability to manage multiple projects while prioritizing work in a fast paced environment.
- Ability to leverage strong computer and Microsoft Office skills for proficiency and efficiency.
- Maintain organization and order to hard copy and electronic files as well as agency operations.
- Capacity to communicate professionally verbally and in writing.
- Calm demeanor that provides reassurance to victims of domestic and sexual violence who are in crisis.
- Ability to work collaboratively with diverse colleagues with a variety of lived experiences and areas of expertise.
- Capacity to support survivors with functional and access needs barriers which may include those with physical or cognitive disabilities, Deaf and Hard of Hearing, etc.
- Open mind to working with all colleagues, volunteers, and clients regardless of clients’ identified race, ethnicity, sexual orientation, gender, immigration status, disability, or any other identifying demographic.
- Complete WEAVE’s peer counselor training course within six months of hire
- Valid California Driver’s license, reliable transportation, and current vehicle insurance
- Regular Attendance
- Bachelor’s degree in social service. Comparable experience may substitute for education.
- Bilingual in Spanish strongly preferred.
- Experience working in social services office setting, including familiarity with working with individuals in crisis.
- Experience providing administrative support to senior level leaders