San Diego Coastkeeper, a non-profit organization working to protect and restore fishable, swimmable, drinkable water in San Diego County, seeks an energetic, self-motivated individual to fill the role of part-time administrative assistant. The administrative assistant is responsible for overseeing and implementing daily office operations and procedures, as well as supporting staff with administrative tasks as needed. Successful candidates will be excellent communicators, demonstrate attention to detail, and pride themselves on their organizational skills, time management, and ability to manage competing priorities. The administrative assistant must be comfortable working as part of a team and in an autonomous, unsupervised environment. This is an excellent opportunity for anyone looking to gain concrete experience with non-profit management and operations, or those with administrative experience who are interested in developing a better understanding of water quality and water supply issues in San Diego County.

Primary Responsibilities

  • Perform basic office administration tasks including, but not limited to, handling mail, sending bulk emails, conducting post office business, running errands, purchasing office supplies and fixtures, updating inventory of office supplies, and requesting bids from vendors
  • Oversee repair and maintenance of office equipment and systems, including computers, phones, voicemail, and printers; communicate with and provide troubleshooting assistance to service providers
  • Organize and maintain organization’s records, documents, and both internal and external communications  
  • Provide administrative support to executive director and development manager, including scheduling meetings, supporting communications, and coordinating travel arrangements
  • Coordinate logistics and prepare the office for board and other meetings as needed
  • Perform basic bookkeeping support tasks including mailing checks, making bank deposits, and providing assistance and documentation for the annual audit process
  • Review employee and organizational expense reports to ensure form completion and proper classification
  • Generate reports and documentation to support payroll and employee reimbursement processes
  • Provide reports and documentation to support development manager in the tracking of the organizational and programmatic budgets
  • Maintain an organized and professional office

Supplemental PROJECTS

In addition to the responsibilities outlined above, there may be the opportunity for the administrative assistant to take the lead on or engage with supplemental projects that are in alignment with the candidate’s interests or professional development goals, and are relevant to the organization’s needs. Possible supplemental projects areas include event planning, marketing, communications, and social media support, or creative projects related to water and the environment.

Qualifications

  • Excellent written and verbal communication skills, strong organizational skills, and demonstrated attention to detail
  • Ability to adhere to schedules and meet deadlines
  • Ability to operate standard office equipment such as computers, printers, scanners, and phone systems
  • Ability to sit or stand and work in front of a computer screen for extended periods of time
  • Ability to remain focused in an open office space with multiple distractions
  • Access to reliable transportation
  • Ability to remain positive and focused while troubleshooting or problem-solving
  • Candidate must have strong internally motivated work ethic, and be able to work independently without supervision, or as part of a team as needed
  • Proficiency with Google Drive and Microsoft Office applications is required. Familiarity with CRM databases and accounting software, such as Salesforce and Quickbooks, is a plus
  • Prior experience working in a non-profit environment is preferred
  • Experience with event planning is a plus
  • Knowledge of and interest in local environmental issues is a plus

Salaries, Benefits, and Terms

Salary –  $13.00 per hour

Benefits – Paid sick leave and paid holidays

Start Date – TBD; mid-August or earlier preferred

Schedule – 10 to 13 hours per week; number and distribution of hours may vary; at least two days per week in the office is required, but three days per week in the office is preferred

To Apply

Qualified candidates are encouraged to submit a single PDF file with both cover letter and resume to sdcoastkeeper@gmail.com, with “YOUR LAST NAME: Administrative Assistant” in the subject line. If your materials indicate a potential match for our requirements, we will contact you. Please, no phone calls to the office regarding this opening. Deadline to apply is 11:59 p.m. on Friday, June 28, 2019.

View or download a PDF version of this job description here.