National Executive Assistant

Job Description

Job Description

Description:

ORGANIZATION BACKGROUND:

Founded in 1992, After-School All-Stars provides free, daily afterschool programs to middle school aged youth in school sites all across the U.S. Our vision is for our All Stars to be safe and healthy, to graduate high school and go on to college, to find a career they love, and to give back to their communities.

A UNIQUE OPPORTUNITY:

After-School All-Stars is currently seeking a proactive and professional administrator to support our Chief Executive Officer and key members of our Executive team with board development, relationship stewarding and administrative duties. This position will report to the CEO closely working alongside the Executive Team. This position will be crucial to the Executive team’s success in achieving its strategic goals through robust administrative support, working closely with a team that headquarters in Los Angeles with chapters across the US. This is an exciting new role, that will evolve and grow. This position is in-person and could potentially involve some travel.

SPECIFIC RESPONSIBILITES:

EXECUTIVE ASSISTANT TO CEO AND BOARD RELATIONS (70%)

• Manage CEO’s calendar, travel and coordinate high level meetings with internal and external

stakeholders including high-level donors, National and Chapter board members, board prospects, and others.

• Draft written correspondence on behalf of the CEO, including board member outreach, committee updates, high-level donors and daily email correspondence with a variety of internal and external stakeholders

• Take, edit and distribute minutes for all national board meetings and committee meetings including Nominating, Finance, Strategy and Executive.

• Support the CEO by creating wide range of materials, including PowerPoint presentations, briefings, and support editing collateral items produced by various departments

• Handle all travel and credit card reconciliations for the CEO.

• Take on additional roles as needed when CEO is overseeing additional initiatives such as our A133 single audit, 403B audit

• Cultivate and maintain relationships between the ASAS national office and the broader ASAS network

• Collaborate with the Executive Team regarding meeting logistics, preparation, follow through and other action items as assigned

• Ensure regular cadence communication with CEO and board members.

• Help with strategy to continue stewarding current board members and also prospect new potential national board members.

• When needed, assist Chapter Executive Directors in prospecting local board members to each chapter and help steward them with relationship building and best practices.

• When needed, attend board cultivation events at the national level, or at local chapter level.

• Prepare and ship out packages and materials to board members for meetings or relationship building.

• Strategize board appreciation gifts.

• Assist in any annual compliance requirements for our endowment.

• Keep calendar to ensure Endowment meetings occur regularly and all requirements are satisfied with state, federal and IRS guidelines

EXECUTIVE TEAM AND SPECIAL PROJECTS SUPPORT (30%)

• Assist the Executive team members (5) as needed with administrative, scheduling, calendar management, presentation building or clerical needs.

• Help prepare for audits by gathering and organizing financial records, including bank statements, invoices, and donor receipts, to meet audit requirements.

• Assist National finance team pulling items from the PBC list to auditors in a timely manner.

• Support adherence to IRS regulations, state laws, and donor restrictions, especially for restricted funds

• Support the CEO and Executive team members on planning and executing special projects including Board Meetings, site visits, PR/ Media branding opportunities, and org-wide gatherings and activities

• Support the CEO with administrative support, logistics management, in-person stewarding and other miscellaneous tasks to ensure the success of major fundraising events

Requirements:

WHO SHOULD APPLY?

The Executive Assistant will embody ASAS’s core values: entrepreneurial, collaborative, transparent, accountable, have basic accounting/financial skills, and be proactive. An undergraduate degree is required. The successful candidate will be a professional written and oral communicator, understand high-level donor stewarding and be extremely discrete. This individual will be socially aware, respectful, and customer service forward. The individual will be organized and detail oriented, have strong communication skills, tech-savvy across Mac and PC, excellent writing skills, and be capable of multi-tasking and juggling multiple priorities and deadlines.

The Executive Assistant will be available as needed and with notice for weekend or evening events. A minimum of 6-8 years in a similar role is required (non-profit, government, university or an entrepreneurial organization with high-level donor stewarding). The Executive Assistant must demonstrate a high level of professionalism and discretion, as the assistant has access to sensitive organizational information. Candidates should have a desire to demonstrate exceptional PowerPoint and interpersonal skills in a high level, high-profile position. Ideally, the candidate is comfortable with CRMs (such as Raiser’s Edge) or open to learning.

SALARY AND BENEFITS:

This is a full-time, exempt position (40 hours/week with occasional weekend or evening events); The salary for this position is commensurate with qualifications and experience of the individual candidate ranging from $80,000-$95,000. ASAS promotes a healthy work/life blend and offers a competitive benefits package, including medical, dental, vision, a 403b match, 18 days of paid time off, flex time, and 17 paid holidays. This role is based in Los Angeles and requires an in-office presence Monday-Thursday with the option to work remotely on Fridays, for a minimum of 40 hours a week with additional hours as needed throughout the year. ASAS promotes a healthy work/life blend and offers a competitive benefits package, including but not limited to:

• 99% coverage of Medical plan, with two tier options

• 99% coverage of Dental plan, with two tier options

• 99% coverage of Vision plan

• Employee Assistance Program

• Short-term and long-term disability options

• Life insurance

• Optional employee critical illness plan coverage

• 403 (b) plan, with employer match

• Substantial paid time off in the first 3 years with a progressive increase in years 4-5, and then again once you have been employed for over 5 years.

• Up to 25 paid holidays a year

• Discounted ticket program

• Employer-paid onsite employee parking

ASAS is an equal-opportunity employer and candidates of diverse backgrounds are encouraged to apply.

HOW TO APPLY FOR THE ROLE:

Please submit a resume and cover letter via our website posting link or via e-mail to: View email address on us.fitly.work. Your cover letter should be in PDF format, addressed to the Recruiting Manager and indicate how your experience is relevant to this role with After-School All-Stars. Please put “Executive Assistant” and your last name in the subject heading.