Executive Assistant (TUC - Strength United)

About The University Corporation: 

The University Corporation is a non-profit auxiliary corporation providing commercial and administrative services to California State University, Northridge. Our mission is to provide services and solutions that address the needs of California State University, Northridge; to support the academic, research, and creative endeavors of its students, faculty, and staff; and to enhance the quality of campus life. https://www.csun.edu/tuc

 

Mission: Strength United is committed to transforming trauma and violence into empowerment, advancing systemic healing, and developing leaders for lasting change.

 

Overview: Reporting to the Associate Director of Sustainability and Growth, the Administrative Assistant is responsible for grant management administrative work and for project-specific support.

 

Duties and Responsibilities (other duties as assigned): 

Under supervision of the Associate Director of Sustainability and Growth, the Administrative Assistant supports the executive team. Grant Management Support: Maintains and organizes grant files, both electronic and paper. Manages databases, including data entry and reporting. Prepares grant-related correspondence, reports, and presentations. Assists with scheduling meetings, travel arrangements, and event coordination. Coordinates with the accounting team on payment matters. Grant Lifecycle Support: Assists with tracking grant proposals, reporting deadlines, and payment schedules. Processes grant proposals through the system, including coding requests and managing the submission process. Supports grantees with questions and inquiries about the grant application process and requirements. Monitors grant payments and ensure compliance with funder requirements. Data Management & Reporting: Updates and maintain databases, including online application systems. Generates reports for executive team senior management, and program teams. Supports the Associate Director of Sustainability and growth in database administration, including uploading documents and running reports. Maintains philanthropic donor base and co-lead giving drive. Project Management: Assists with special projects and initiatives, often managing tasks and deadlines. Calendar Management: Proactively manages executives’ calendar by scheduling meetings, appointments, and calls. Resolves scheduling conflicts and ensures optimal time management. Provides timely reminders for upcoming commitments. Communication Management: Answers and direct phone calls, screen emails, and respond to inquiries on behalf of the executive. Serves as the primary point of contact for internal and external stakeholders. Drafts correspondence and ensure timely follow-up on communications. Prepares internal and external newsletters. Assists with communication with elected representatives, philanthropic donors, foundation and corporate grants. Coordinates SU tours with elected representatives, funders, partner organizations and stakeholders. Meeting Coordination: Prepares agendas, coordinates meeting logistics, and arranges necessary resources. Takes comprehensive minutes and distribute to participants. Follows up on action items and ensures timely completion. Expense Reporting: Tracks and submit expense reports for the executive team. Reconciles credit card statements and receipts. Processes reimbursement requests according to company policies. Confidentiality: Maintains strict confidentiality regarding sensitive information. Exercises discretion when handling private company matters. Adheres to data privacy and security protocols. Problem-Solving: Identifies and resolve issues proactively, often before they escalate to the executive team. Process Improvement: Identifies opportunities to streamline processes and improve efficiency. Anticipating Needs: Proactively anticipate the executive team’s needs and provide support. Perform Other Duties as Assigned.

 

Qualifications:

Associate’s and/or Undergraduate degree preferred, and a valid CA driver’s license. Must have the equivalent of one year of general office clerical work that has provided the applicant with the knowledge and abilities listed above. Must possess strong organizational skills and attention to detail. Must pass a Criminal Clearance and background check. Must have excellent computer skills, including the ability to use both Mac and PC platforms and to use Microsoft Office Suite programs (especially Excel and Word) and database programs. Bilingual Spanish speaking preferred.

 

Knowledge, Specialized Skills, and Abilities: 

Must demonstrate an acceptance and respect for cultural diversity in all its forms, including ethnicity, sexual orientation, abilities, and religious background