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Administrative Assistant

Position: 
Administrative Assistant
Job Description: 

JMC Philanthropic Advisors (JMC), a boutique philanthropic advisory firm located in Santa Monica, California, provides foundation management and philanthropic advisory services for individuals, families and corporations.   This position offers a unique opportunity to work in a stimulating and creative environment where the work results in a profound, lasting and meaningful impact on the people touched and our world.

 

JMC is looking for a full-time Administrative Assistant to support both internal operations and external client services.  The Ideal candidate will have:

  • exceptional oral and written communications skills 
  • the ability to produce high quality and accurate reports, graphics and other deliverables
  • a very high attention to detail with strong organizational abilities
  • a talent and experience with research and analysis
  • excellent interpersonal and collaborative skills
  • a good public presence with the ability to interact seamlessly with individuals from highly varied walks-of-life
  • an innovative and flexible attitude with a good sense of humor
  • a passion for variety and learning combined with strong multi-tasking abilities

 

Core Qualifications:

  • A bachelor’s degree; ideally with 2 or more years of paid professional experience.
  • Technologically savvy and proficient in Microsoft Suite with the ability to produce professional graphics, presentations and large research or summary reports.  
  • Very high attention to detail required. Ability to produce high-quality, accurate work in all facets of position.
  • Excellent written and oral communication, organizational and interpersonal skills. Ability to communicate effectively and professionally in writing and in person.
  • Efficient and capable of effectively prioritizing, multi-tasking, and managing multiple projects with multiple deadlines and preparing deliverables on time and of high quality.
  • Takes initiative and can work well both independently and collaboratively in a small team environment.
  • A positive, proactive attitude with a high level of flexibility. Ability to be self-reflective and receive constructive feedback. 
  • High level of professionalism, diplomacy, discretion, and confidentiality. 

 

Desired Qualifications:

  • Experience setting up and managing software for tracking projects, deliverables and client information 
  • Experience creating documents with graphics and charts
  • Experience updating or developing websites

 

Key Responsibilities:

  • Maintain a high level of confidentiality regarding all information received.
  • Create and coordinate client deliverables, presentations, meeting materials and other communication pieces using Microsoft Word, Excel, PowerPoint and other software tools.
  • Assist with planning and logistics of events, conferences, retreats and site visits.
  • Collect and track data and prepare reports, memos and other documents as needed.
  • Serve as office liaison for technology support, supplies, and other vendors.
  • Develop and maintain files and tracking systems for clients and grants.
  • Maintain appointment and meeting calendars and ensure JMC staff are informed of schedules
  • Use the Internet as a resource for research reports.
  • Support staff with meeting preparation, scheduling, and documentation.
  • Manage administrative aspects of grant making including: creating grant files, sending applicant materials, processing incoming grant applications, drafting grantee correspondence, processing interim and year end grant reports and ensure accuracy and quality of all documents.  
  • Maintain required records for clients’ grantees, including paper and electronic files. 
  • Process office related invoices and expense payments.
  • Provide general office support, including, filing, copying, mailing, answering calls, processing invoices and expense payments and greeting visitors.
  • Work with other individuals (inside or outside the firm) on a regular basis as needed and particularly for special projects and events.
  • Perform other duties as required or assigned.

 

Salary and Benefits:  Salary commensurate with experience with paid vacation and holidays.  Parking provided. 

 

To Apply:  Interested candidates should send a cover letter and resume to Daniella Wozniak at [email protected]  with Administrative Assistant in the subject line. NO CALLS, please.  

 

JMC Philanthropic Advisors is an equal opportunity employer that welcomes a diverse candidate pool. We do not discriminate against any employee or applicant for employment because of race, color, sex, age, national origin, religion, sexual orientation, gender identity and/or expression, status as a veteran, and basis of disability or any other federal, state or local protected class.
 

Salary Range: 
Salary commensurate with experience with paid vacation and holidays. Parking provided.
Job Type: 
Full-Time