Development & Communications Administrative Assistant

DEPARTMENT: Development & Communications REPORTS TO: Director of Development and Community Affairs LOCATION: Sebastopol Headquarters FLSA STATUS: Regular, Full-Time, Non-Exempt Position Summary This position reports to the Director of Development and Community Affairs and is responsible for providing general administrative support for the development and communication functions of the organization.
The position requires someone with excellent customer service and organizational skills, attention to detail, and ability to manage priorities and deadlines.
A professional who loves being at the center of a dynamic and creative team and organizing events will thrive in this position.
The Administrative Assistant ensures the efficient operation of the Development office.
Essential Functions and Responsibilities Gift Processing and Acknowledgement; Donor Database Management Processes donations and prepares gift logs as well as electronic and mailed acknowledgement letters and other donor correspondence.
Manages the tracking, recording and acknowledgement of in-kind donations.
Updates and corrects database records, maintaining integrity of donor database.
Sends year-end statements to recurring donors.
Assists with Salesforce database clean-up.
Creates, reviews and updates accurate database reports including mailing lists.
Updates mail and email addresses and communications preferences in databases.
General Administrative Support Participates in department and team meetings, taking and disseminating meeting notes.
Schedules meetings for Director and facilitates scheduling of media interviews, client/teen interviews, photography or videography as needed.
For new and departing staff and Board members, obtains bio and photo (or schedules photo to be taken), makes name badge, adds to website, orders business cards as appropriate, and removes from website upon departure.
Maintains physical archive of Ceres publications.
Maintains communications supplies and reorders as necessary.
Maintains supply of outreach materials, restocking as necessary; assists staff in accessing and using these materials.
Schedules and supervises volunteer support for admin activities.
Website, Social Media & PR Tracks and records media coverage; maintains physical and digital archive.
Updates donor lists, staff and Board lists, and alt text for images on website as directed.
Creates events in Salesforce, manages registration issues.
Monitors info@ email address.
Manages online store including processing and tracking orders, coordinating shipping or pick-up, managing inventory, and handling customer inquiries and service.
Completes annual physical inventory.
Harvest of the Heart & Other Donor Events Supports the Development and Communication team with a range of activities including donor and sponsor outreach, tracking and reporting, auction procurement, rental orders, donor recognition, insurance and permit acquisition, and guest relations.
Supports other projects as needed.
Qualifications A commitment to Ceres Community Project’s mission and operating principles.
Advanced proficiency in MS Office (Word, Excel, Outlook, Teams) and Zoom or other conference calling software.
Experience preferred with Salesforce or other nonprofit donor database software, online fundraising platforms such as Classy, and event/auction platforms such as Auctria.
Knowledge of operating standard office equipment such as phone systems and copiers.
Excellent communication skills – written and verbal.
Strong project management skills and the ability to manage many different tasks and to prioritize projects.
Good attention to detail.
Has a good awareness of self.
Ability and desire to be in a work environment that values working as a team, relationships, and giving and receiving honest feedback.
Ability to work some evenings and weekends.
Previous experience on a development and/or communications team preferred.
Bilingual candidates are encouraged to apply.
Physical Demands/Work Environment The physical demands described here are representative of those that must be met by a staff member to successfully perform the essential functions of this job.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is regularly required to stand or sit at a workstation; use hands and fingers to operate a computer keyboard and mouse; talk and hear to communicate with coworkers.
Light to moderate lifting of up to 30 pounds, bending, stooping and climbing a ladder is occasionally required.
The work environment is primarily indoors with the majority of time spent sitting at a desk, on the phone or a computer, with moderate noise (office equipment, conversation from adjacent coworkers and commercial kitchen equipment) in the background.
Moderate noise (i.
e.
nonprofit setting with office equipment, conversation from adjacent coworkers and commercial kitchen equipment).
COVID-19 Ceres is following the guidance and requirements of the health departments of Sonoma and Marin counties, the state of California, and the CDC.
We have extensive protocols in place for prevention of and response to COVID-19 and all new staff will be briefed on these in their onboarding.
We need a commitment from all staff that they will abide by these protocols.
Ceres Community Project is an Equal Opportunity Employer.
All employment decisions at Ceres are made without regard to race, color, religion, gender, sexual orientation, gender identity/expression, national origin/ancestry, age, disability, marital & veteran status or any other status protected by laws or regulations.
Operating Principles Heart Centered & Love Guided - We are committed to expressing love, trust, respect and integrity in our lives, work, and organization.
Everything Matters - Nothing is left out.
We work to have every action and choice lead to the greatest positive impact.
Young People are the Future - Young People are intelligent, responsible, capable, creative, and caring, and must be central participants in shaping our collective future.
Equitable, Diverse, and Inclusive - We commit to championing policies and practices of social equity that build a diverse, inclusive, and healthy workplace and food system.
Ceres Organization Founded in 2007, Ceres Community Project works to build healthy communities by restoring whole, organic and locally grown food to its place as the foundation of health, empowering youth, and connecting people in heart-centered ways to others and the earth.
Ceres Community Project's main program, Healing Meals for Healthy Communities, provides free and low-cost nourishing organic meals, nutrition education and caring support to people facing serious illness.
All of the meals are prepared by teens that learn about growing, cooking and eating healthy whole foods and the connection between diet and health, develop life and work-ready skills, and discover their power to make a difference.
The Healing Meals Program improves healthy eating behaviors among clients, teens and adult volunteers and educates the whole community about the link between healthy eating and the health of both people and planet.
It also strengthens the social fabric of the community, another factor that is at the root of health.
In times of disaster, Ceres is an emergency nutrition provider for our community.
In addition to operating three program sites in Marin and Sonoma counties, Ceres has trained 13 communities nationally to replicate our model.
We are also active at the state and national level in advocating for policies that support equitable access to healthy food and health care, including reimbursement for medically tailored meals by insurers.
For more information, please visit www.
ceresproject.
org.
Ceres Community Project is an Equal Opportunity Employer.
All employment decisions at Ceres are made without regard to race, color, religion, gender, sexual orientation, gender identity/expression, national origin/ancestry, age, disability, marital & veteran status or any other status protected by laws or regulations.