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Administrative Assistant The Children’s Agenda Rochester,



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Wed Nov 20, 2019
Posted Date


Wed Nov 06, 2019

Job Summary

OUR MISSION: The Children’s Agenda advocates for effective policies and drives evidence-based solutions for the health, education and success of children. We are especially committed to children who are vulnerable because of poverty, racism, health disparities and trauma.

Job Description


Provide administrative support for CEO and TCA leadership team:

  1. Manage Calendars/Timelines/Schedules/Meeting requests for CEO and members of the team.

  2. Serve as the administrative liaison to TCA’s board of directors, executive committee and other board committees. Prepare and send out meeting reminders and materials, take minutes and circulate agendas.

  3. Prepare and set up for meetings, copy meeting materials, coordinate catering, AV needs.

  4. Organize travel (includes conferences, statewide meetings, planes, trains, and automobiles).

  5. Handle expenditures and receipts (general and travel) for CEO for reimbursement.

  6. Attend all TCA team meetings. Take and distribute high-level meeting notes.

Direct Support for Finance/Development staff:

  1. With a high-level of detail and accuracy, serve as the primary point person for adding and maintaining donor, member and prospect constituent records in the organization’s database (Salsa CRM™).

  2. Manage the gift entry process, including copying checks, tracking weekly batches, recurring gifts and assisting in running financial reports and reconciling deposits.

  3. Follow-up with members of the team to ensure internal documents and financial reports are submitted in a timely manner.

  4. Process acknowledgement letters and tax receipts for all donations within 72 hours of receipt.

Office Operations:

  1. Administers front desk responsibilities, including but not limited to, answering and directing incoming phone calls, greeting visitors, sorting and distributing mail. Respond to requests for information from community partners and stakeholders.

  2. Manage the inventory of office supplies, ordering additional materials as needed and ensuring that costs are appropriately managed. Maintain office facilities and equipment by working directly with third party vendors (including photocopier, computer networks, phone systems, and cable/internet provider).

  3. Coordinate external IT helpdesk support for the team, upon request.

  4. Keep materials at the front desk up to date and fresh. Maintain an up-to-date log of press stories mentioning The Children’s Agenda and our work.

  5. Other duties as assigned.

Experience & Skills:

  1. Minimum of five (5) years prior administrative experience, including at least two (2) years working in support of mid-to high-level management.

  2. Possess the ability to work well as a team and independently with minimal supervision.

  3. Extremely organized with great attention to detail and excellent grammar skills.

  4. Ability to anticipate needs and possess a high degree of initiative to begin action and independently take responsibility for follow through actions.

How to Apply

Email your cover letter and resume to: