Administrative Assistant (Non-profit)- Hybrid - Los Angeles, CA Job Listing at Harbor Freight Tools in Calabasas, CA (Job ID 1387524)

Description

The Administrative Assistant will be an employee of Harbor Freight Tools, which will donate the Administrative Assistant's services to The Smidt Foundation. This individual will provide support to the foundation's managing director and small entrepreneurial team, working closely and collaboratively in a fast-paced environment with a high-quality bar. The administrative assistant will be the administrative hub for scheduling and supporting a variety of internal and external meetings and events, agendas, logistics, research and follow-up; and maintaining accurate calendars, reports and files. The Administrative Assistant is professional, collaborative, energetic, motivated and a self-starter, bringing keen attention to detail, and providing administrative support with experience handling highly confidential information.

Duties and Responsibilities

• Manage and maintain highly accurate files, databases, historic records, expense reports, and confidential documents.
• Assist with phone and email communication.
• Arrange and support intra team-related meetings, calendar, agendas and follow up.
• Coordinate and support weekly meetings and follow up with program, legal and finance teams.
• Anchor foundation event and meeting planning, invitations, RSVPs, logistics, and support, engaging external partners, grantees, advisors, and community members.
• Conduct and summarize research on topics of interest to the foundation
• Manage supervisor's calendar, schedule meetings, prepare briefing
• material related to these meetings
• Provide support for budget and other report preparation and distribution for the philanthropy team
• Prepare and maintain meeting agendas, PowerPoint presentations, spreadsheets, other documents. Access database, report, and video extracts where pertinent.
• Participate actively in team learning efforts
• Additional duties as assigned by manager.

• Staff supervision and development: No
• Decision making:
• Limited in scope to specific work responsibilities.
• Travel: Up to 5%
• Flex Designation: In Office

• Bachelor's Degree preferred, but not required

• 2-3+ years' experience as administrative assistant or similar work experience

• MS Office proficient: Word, Excel, PowerPoint, Outlook; Mailchimp a plus
• Internet research knowledge
• Collaborative; works well in team environment
• Highly detail-oriented with strong analytic skills, creative and self-motivated, excellent written and verbal communication skills
• Ability to work in a fast-paced environment with minimal on-site supervision
• Highly organized with strong time management skills and attentiveness to details
• Ability to manage and complete multiple tasks/projects
• Strong problem-solving skills and resourcefulness
• Experience supporting a senior leadership team
• Someone who loves to learn and grow in a fast-paced environment.
• Someone who flourishes in a highly collaborative team.

• Stand, walk, sit for extended periods of time.
• Speak and listen to others in person and over the phone and video conferencing
• Use keyboard and read from computer screen and reports.
• The ability to lift up to 15 lbs.

• Must be able to perform this job safely in accordance with standard operating procedures and good manufacturing practices, without endangering the health or safety of self or others.