Development Administrative Assistant

Job Type:

RAND is seeking an Administrative Assistant to provide day-to-day support in the Office of Foundation Relations and general operational support in the Development department. This position reports to the Executive Director of Foundation Relations. The successful candidate will be a self-starter who enjoys working in a varied environment.  They must have strong communication, organizational, and administrative skills, an ability to manage competing priorities, and be comfortable interacting with external stakeholders.

Responsibilities will include, but are not limited to:

• Scheduling and maintaining calendar of appointments, meetings, and itineraries for the Executive Director of Foundation Relations.

• Coordinating recurring meetings between Development and research programs.

• Making travel arrangements and processing expense reports for department leadership, and occasionally VIP travel.

• Supporting internal and external meetings: managing conference room and zoom bookings; arranging catering; compiling and disseminating agendas and pre-meeting materials; preparing presentation material; note taking.

• Conducting basic research on funders and prospects; compiling internal prep materials for funder meetings; tracking funder engagement in donor database.

• Managing foundation lists for engagement opportunities; pulling lists and narrowing scope based on location and funding interest area.

• Maintaining shared document libraries: training documents, materials repository, presentations, proposal submissions, concept notes

• Providing general onsite administrative support: assisting with large and small in-house mailings; maintaining office supply inventory.

• Ongoing donor database upkeep and ad hoc data hygiene projects.

• Providing funder and internal customer service: answering phones and responding to emails.

• Supporting overall efforts by understanding needs and managing details that will help ensure success.

Qualifications

• Skilled in Microsoft Office products, including Outlook, Word, Excel, PowerPoint.

• Familiarity with cross-site technologies such as Teams and Zoom is a plus.

• Strong time/task/project management and organizational skills.

• Strong interpersonal skills and communication.

• Strong problem-solving abilities;

• Ability to effectively prioritize to meet deadlines and manage multiple projects concurrently;

• Ability to work independently and proactively;

• A high level of attention to detail;

• Willingness to handle unexpected and last-minute needs;

• Must be available to work events in the evenings and/or weekends occasionally;

• CRM or database experience preferred, Salesforce experience is a plus.

• Development/Fundraising experience is a plus.

Experience

Administrative Assistant III: 2 years minimum experience; 3 years preferred
Administrative Assistant IV: 4 years minimum experience; 6 years preferred

Education

Minimum: High School; Preferred: BS/BA

Location

Santa Monica, CA. This role offers a hybrid work arrangement, with an expectation of working onsite 2 - 3 days per week. Fully remote is not available for this role.

Salary Range: $52,300 - $85,500

Administrative Assistant III $52,300 - $75,800

Administrative Assistant IV $57,400 - $85,500

Equal Opportunity Employer: race/color/religion/sex/sexual orientation/gender identity/national origin/disability/vet