Senior Administrative Assistant

Come join a team with a genuinely healthy culture! SBF attracts folks who care about our mission of building empathetic, resilient communities. We value transparency as the foundation to building trust, accountability, inclusivity, innovation and being a learning organization. We are a consecutive winner of PCBT’s Best Places to Work on the Central Coast.

SBF offers one of the most competitive benefit packages for similar and similarly sized organizations. See the bottom of this ad for more details.

We’re seeking a Senior Administrative Assistant to join the office of our Vice President, Programs as part of our Programs department. This position reports directly to the Vice President, Programs and is based in Santa Barbara County. This is not a management position.

This is an excellent opportunity for an experienced administrative assistant, general office manager or coordinator looking for the next great step.

All applicants must submit a professional resume, cover letter and completed copy of our employment application, in order to be considered. To obtain a copy of our SBF employment application, you'll need to visit the Careers section of our website.

This is a professional full-time position with prior experience requirements.

Please review our Job Description below, before applying

Position Summary:

The Senior Administrative Assistant (SAA) provides administrative support to the Vice President, Programs and Directors within the same department. The SAA also provides administrative, project, and grantmaking support to the Foundation’s strategic and community-based initiatives within the Focus Areas.

Specific Responsibilities:

Provide scheduling, administrative, and communications support for the Strategic Focus Areas and the Vice President. Senior Administrative support duties include and aren’t limited to:

-Manage scheduling for the Vice President and brief the Vice President on upcoming deadlines.

-Draft, review and send communications on behalf of the Vice President.

-Organize and prepare for meetings, including gathering documents and attending to logistics of meetings.

-File and organize documents and minutes for Vice President’s reference.

-Prioritize emails and respond when necessary.

-Special projects, as assigned.

Provide grantmaking, logistical, and community partnership support, under guidance of the area Director. This includes and isn’t limited to: working with the partnerships and collaborations involved with the Foundation’s community-based initiatives and Focus Areas.

Attend informational meetings with the Director and Vice President as assigned. Take notes and gather and organize information, action items and contacts collected while in attendance. Execute any necessary follow-up.

Coordinate meetings with attendees such as local community leaders, grantees or community partners.

Input, update and maintain the integrity of data in Granted Edge, Financial Edge and Raiser’s Edge. Access relational databases to extract information and reports supporting research and special requests.

Assist or, when assigned, lead in the preparation of grantee reports, e.g. those related to outcomes, grant histories, compliance, etc. Use databases or spreadsheets to support work.

Maintain committee records and assist in the preparation of reports by gathering and summarizing information from a variety of sources. Carefully handle sensitive and confidential information that may come up as part of committee proceedings.

Review, edit, and provide feedback on materials produced by others for completeness and conformance with established SBF and departmental standards.

Research information and synthesize it into well-constructed memos and other written communication.

Support office operations.

Keep Outlook calendar populated as per SBF standard.

Other duties as assigned.

Essential Requirements:

Highly detail oriented.

Able to correct and learn after a mistake and take accountability.

Competent in Microsoft 365, especially Outlook, and comfortable learning new software.

Desire to produce excellent work, hold oneself accountable and take responsibility for assigned work and projects.

Very good writing skills and desire to hone these skills further.

Experience with notetaking or editing others’ work.

Good interpersonal communication skills.

Experience working with data entry and/or database software.

2-3 years’ experience in a similar position.

Open and willing to receive regular feedback (feedback loops) and desire to continue to sharpen skills and work product along the way.

Team player with a positive can-do attitude who can also work independently and exercise good judgement.

Ability to communicate with all positions within the organization.

Ability to address competing priorities in a changing environment.

Excellent organizational skills and ability to work within deadlines with acute attention to detail.

Ability to maintain an even-keel and professional demeanor in fast-paced, changing, and challenging. situations.

Ability to notate and synthesize large amounts of information and communicate it verbally or in writing.

Ability to work occasional after hours’ events or to work a partial day and return for a later shift, e.g. evening event.

Preferred Qualifications:

Familiarity with Santa Barbara County and its nonprofit sector.

Excellent writing skills.

Bachelor’s degree.

Experience working in grantmaking or with Foundations.

Experience working with constituent management systems.

Two or more years’ experience in a fast-paced, professional environment.

Work Environment:

Dog-friendly office building.

General office environment – open office space, no door.

Significant telephone and computer work (repetitive movement – typing).

Frequent sitting, standing, walking, climbing stairs, bending and occasional lifting of light loads (10lbs.).

Intermittent travel within Santa Barbara County.

At SBF, we value wellness and offer a very generous benefits package, including: up to 15 days of PTO in the first year of employment, 14 holidays, paid sick time, fully paid health insurance package for staff (including a top tier medical plan) and about 75% dependent coverage; 401K with automatic match and up to a 10% employer contribution after one year of employment, 2.5%-6.5% housing allowance added to annualized salary based on tenure and after one-year of employment, in-office massages, wellness days and more!

This exempt, full-time role is compensated annually at $66,600-$74,000 annually, depending on skills and experience.

All applicants are required to submit an employment application (see our website for a copy), a resume and cover letter to hr at sbfoundation.org.