Administrative Assistant

Founded in 1997, Think Together partners with schools to change the odds for kids by providing award-winning programs during and outside the school day. We’re one of California’s largest nonprofits working in school districts from San Diego to San Francisco. Whether you’re interested in early learning, elementary, middle or high school, you can invest in your community by working at a local school or working within our home office providing support!

JOB SUMMARY

We are seeking a highly communicative, motivated, organized, and discreet Administrative Assistant to support our C-Suite Officers - the Chief Financial Officer and Chief Digital Officer. The THINK Together vision and mission is to partner with schools to change the odds for kids so that that all students - regardless of background or economic status - can graduate high school with all of life’s options available to them. The successful candidate will be helping THINK deliver on that mission. This role requires an experienced professional assistant who thrives in a dynamic environment and can manage complex schedules, confidential information and high-level communications. The ideal candidate will have exceptional knowledge of Microsoft employee productivity systems such as Outlook, Teams, SharePoint, PowerPoint Excel etc. have great organizational, communication, and problem-solving skills, as well as the ability to work independently with minimal supervision. The Administrative Assistant will serve as a liaison to other senior executives and direct reports, managing schedules and conflicts in availability and access. The Administrative Assistant will help coordinate, organize and hold effective meetings.

The Administrative Assistant also works independently on small projects as applicable, from conception to completion, and manages a wide variety of confidential matters with the highest degree of discretion. This role is expected to be a hybrid position, primarily based in our Santa Ana office.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Calendar Management Coordinates and accurately maintains a complex calendar, proactively addresses potential scheduling conflicts, and helps prioritize demands on the Senior or Executive Leader’s time.
• Meeting Support help to efficiently plan and organize meetings; prepare and distribute agendas, decks, and materials (may contribute to material development); take and track meeting minutes and action items with excellent attention to detail.
• Administrative Support Prepare correspondence, reports and materials for signature and distribution (may contribute to material development); review and approve expense reports, corporate card for the CFO and CDO.
• Event Planning Plan and organize several types of meetings, team off-sites, retreats, social gatherings, and celebrations; handle all logistical arrangements with a focus on urgency and accuracy. Occasionally may require working some evenings and weekends as business needs require.
  
  
  

QUALIFICATIONS AND REQUIREMENTS

• 7+ years of experience in a similar role
  
  
  

SKILLS, KNOWLEDGE, EXPERIENCE & PERSONAL TRAITS

• Strong interpersonal skills and the ability to communicate well (verbally and in writing) with staff, executive team members, partners and other stakeholders.
• Strong sense of urgency and thrives in a fast-paced environment.
• Exceptional time-management and prioritization skills
• Highly organized with impeccable accuracy and attention to detail
• Excellent writing and note-taking skills.
• Self-starter and team player who demonstrates initiative and welcomes feedback.
• Demonstrates good judgement, exercises discretion, and maintains confidentiality.
• Commitment to THINK Together’s vision and mission to partner with schools to change the odds for kids.
  
  
  

COMPUTER SKILLS

• Proficiency with all Microsoft Office software products (including SharePoint and Teams)
• Expertise with managing Zoom meetings (host, waiting room, sharing slides, recording)
• Strong Excel skills and comfortable working with data, budgets, and reports
• Highly proficient at PowerPoint
  
  
  

ADDITIONAL INFORMATION

• Craft high-level executive communications, including presentations, reports, and key messaging that align with Think Together’s strategic vision.
• This is a flexible hybrid position that requires working in our primary Santa Ana Home Office an agreed number of days per month.
• Occasionally may be required to work organization’s events and meetings in the evening or on the weekend.
• Approximately 5-10%; local travel (within Southern California) to offsite meetings and events required.
  
  
  

COMPENSATION

• $73,000 - $90,000 annual salary
  
  
  

Think Together is an Equal Opportunity Employer that does not discriminate on the basis of actual or perceived race, color, national origin, ancestry, sex, gender, gender identity, gender expression, pregnancy, childbirth or related medical conditions, religious creed, physical disability, mental disability, age for individuals age 40 and over, medical condition (as defined by state law (for example, cancer or genetic characteristics or HIV/AIDS), marital status, military and veteran status, sexual orientation, genetic information, citizenship status or any other characteristic protected by federal, state or local law. Our management team is dedicated to this policy with respect to recruitment, hiring, placement, promotion, transfer, training, compensation, benefits, employee activities and general treatment during employment.