Senior Administrative Assistant

Come join a team with a genuinely healthy culture! SBF attracts folks who care about our mission of building empathetic, resilient communities. We value transparency as the foundation to building trust, accountability, inclusivity, innovation and being a learning organization. We are a consecutive winner of PCBT’s Best Places to Work on the Central Coast. 

SBF offers one of the most competitive benefit packages for similar and similarly sized organizations. See the bottom of this ad for more details. 

We’re seeking a Senior Administrative Assistant to join the office of our Vice President, Programs as part of our Programs department. This position reports directly to the Vice President, Programs and is based in Santa Barbara County. 

All applicants must submit a professional resume, cover letter and complete copy of our employment application, in order to be considered.  

This is a professional full-time position with prior experience requirements.  

Please review our Job Description below, before applying 

Position Summary:

The Senior Administrative Assistant (SAA) provides administrative support to the Vice President, Programs.

The SAA also provides administrative, grant processing, and event/ partner convening support to the department’s strategic priorities and community‐based initiatives.

Specific Responsibilities:

• Provide scheduling, administrative, project management, and communications support for the Vice President. Senior Administrative support duties include and aren’t limited to:
  • Provide calendar management, scheduling, and follow-up support; brief the Vice President on upcoming deadlines.
  • Draft, review and send communications on behalf of the Vice President.
  • Oversee the annual department calendar and coordinate across teams.
  • Organize and prepare for board level meetings, including gathering documents, assembling agenda, preparing minutes and attending to meeting logistics.
  • File and organize documents and minutes for Vice President’s reference.
  • Prioritize emails and respond when necessary.
  • Special projects, as assigned.
• Manage event logistics and hospitality for partner meetings and events, including venue coordination, catering, and materials preparation.
• Track grant applications and award requirements to ensure application and reporting deadlines are met
• Provide grant processing support to the various grantmaking teams, as needed.
• Assist with basic budget tracking, invoice processing, and alignment of expenditures with the department’s grant and general operating budgets.
• Assist with cross-departmental projects and strategic initiatives to advance community engagement priorities.
• Answer, screen, and route calls and emails, serving as a supportive administrative liaison to partners, grantseekers, funders, and consultants.
• Input, update and maintain the integrity of data in our data systems: Smart Simple, Granted Edge, Financial Edge and Raiser’s Edge.
• Contribute insights to help strengthen the department’s systems and administrative processes.
• Use Monday.com, Sharepoint, Microsoft Teams and other project management tools to maintain project calendars, task lists, and progress dashboards.
• Other duties as assigned.

Essential Requirements:

• Highly detail oriented, and takes initiative in tracking and improving administrative systems.
• Excellent organizational skills and ability to work within deadlines with acute attention to detail.
• Competent in Microsoft 365, especially Outlook, and utilizing project management tools (such as Monday.com), and comfortable learning new software.
• Desire to produce excellent work, hold oneself accountable and take responsibility for assigned work and projects.
• Very good writing and editing skills. Ability to notate and synthesize large amounts of information and communicate it verbally or in writing.
• Ability to synthesize information for clarity and determine key action items and next steps.
• Good interpersonal communication skills.
• Experience working with data entry and/or database software.
• 2‐3 years’ experience in a similar position.
• Open and willing to receive regular feedback and desire to continue to sharpen skills and work product.
• Team player with a positive can‐do attitude who can also work independently and exercise good judgement.
• Ability to communicate with all positions within the organization.
• Ability to address competing priorities in a changing environment.
• Ability to maintain an even‐keel and professional demeanor in fast‐paced, changing, and challenging situations.
• Ability to work occasional after hours’ events or to work a partial day and return for a later shift, e.g. evening event.

Preferred Qualifications:

• Excellent writing skills.
• Bachelor’s degree.
• Experience working in grantmaking or with Foundations.
• Experience working with constituent management systems.
• Two or more years’ experience in a fast‐paced, professional environment.

Work Environment:

• Dog‐friendly office building.
• Ability to telecommute. Must provide own, modem, router and internet connection.
• General office environment – open office space, no door.
• Hybrid: In office (minimum 3 days/week), plus optional telecommuting – ability to work at home and provide own router, modem, and reliable internet connection.
• Significant telephone and computer work (repetitive movement – typing).
• Frequent sitting, standing, walking, climbing stairs, bending and occasional lifting of light loads (10lbs.).
• Intermittent travel within Santa Barbara County.

At SBF, we value wellness and offer a very generous benefits package, including: up to 15 days of PTO in the first year of employment, 14 holidays, paid sick time, fully paid health insurance package for staff (including a top tier medical plan) and about 75% dependent coverage;  401K with up to a 10% employer contribution after one year of employment, 2.5%-6.5% housing allowance added to annualized salary based on tenure and after one-year of employment, in-office massages, wellness days and more! 

This exempt, full-time role is compensated annually at $71,500-$76,500 annually, depending on skills and experience. 

All applicants are required to submit an employment application, a resume and cover letter to hr@sbfoundation.org.