Administrative Assistant

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About Sustainable Silicon Valley (SSV):

SSV is leading Silicon Valley to a more sustainable future through collaboration with local government agencies, businesses, and community organizations to identify and address these highest-priority environmental issues. We do this by engaging prominent Valley organizations to proactively work toward self-imposed goals of reducing regional CO2 emissions and water use - and helping them translate those goals into measurable results.

Position: Administrative Assistant

Type: Non Compensated, Volunteer Position

Time Commitment: 3+months; 10-15 hrs/week

Reports to: Sustainable Silicon Valley (SSV) Head of Administration

About the position:

Working under the supervision of the Head of Administration, the Administrative Assistant oversees and manages all office procedures and other tasks as assigned by the SSV management.

This is a volunteer position. The ideal candidate should commit a minimum of 10-15 hours per week working at the SSV office location. It is assumed that the candidate will have his/her own laptop and communications tools. Microsoft Office skills a plus (A computer can be provided, if needed).

In return for the volunteer hours, the benefits to the volunteer candidate include, but are not limited to the following: job reference letter from the Executive Director of SSV, experience gained while volunteering on various projects, networking opportunities, and current resume entry. Most importantly, you will be helping the organization work towards its vision of a sustainable region, a thriving economy, a healthy environment and socially equitable community.

Duties and Responsibilities:

The administration team consists of several individuals, not all duties and responsibilities have to be managed by each administrator.

5CF Oversee all aspects of general office coordination.

5CF Maintain office calendar to coordinate work-flow and meetings.

5CF Monitor and assist with maintenance of the organization’s website.

5CF Interact with partners, vendors and visitors.

5CF Answer telephones and transfer to appropriate staff member.

5CF Open, sort and distribute incoming correspondence, including faxes and email.

5CF Sign for and distribute UPS/FedEx or similarly delivered packages.

5CF Prepare responses to correspondence containing routine inquiries.

5CF Perform general clerical duties to include, but not limited to, copying,

faxing, mailing and filing.

5CF File and retrieve organizational documents, records and reports.

5CF Coordinate and maintain records for staff, telephones, and office keys.

5CF Coordinate and direct office services, such as records, personnel and housekeeping.

5CF Create and modify documents such as invoices, reports, memos, letters and financial

statements using word processing, spreadsheet, database and/or other presentation,

software such as Microsoft Office or other programs.

5CF May conduct research, compile data and prepare papers for consideration and

presentation to the Executive Director and staff.

5CF Set up and coordinate meetings and conferences.

5CF Prepare agendas and make arrangements for committee, Board or other meetings.

5CF Compile, transcribe and distribute minutes of meetings and follow up on action items.

5CF Collect and maintain inventory of office equipment and supplies.

5CF Research, price and purchase or arrange for donations of office equipment and supplies.

5CF Arrange for the repair and maintenance of office equipment.

5CF Support staff in assigned project010based work.

5CF May supervise volunteers and other support personnel.

5CF Assists in special events, such as fundraising activities and the annual meeting.

Qualities and Skills:

5CF Dependable, motivated professional, used to take on responsibility, communicating

clearly and producing agreed upon results reliably.

5CF Maintain confidentiality in all aspects of partner, staff and agency information.

5CF Ability to collaborate in a team setting and contribute to team goals.

5CF Good communication skills in interaction with partners, colleagues and visitors.

5CF Experience with standard PC or MAC applications and WEB browser

To apply, please submit your resume to: jobs@sustainablesv.org