Development & Communications Administrative Assistant

Administrative Assistant

This position reports to the Development Operations & Project Manager and is responsible for providing general administrative support for the development and communication functions of the organization. The position requires someone with excellent organizational skills, attention to detail, and a proven ability to manage priorities and deadlines. A professional who loves being at the center of a dynamic and creative team will thrive in this position. This role requires frequent interfacing with donors and volunteers; the ideal candidate should have a warm personality, excellent customer service skills, and prompt and diplomatic responses to stakeholders. The Administrative Assistant ensures the efficient operation of the Development and Communications office and is an important representative of Ceres.

Essential Functions and Responsibilities

• Processes donations and prepare gift logs as well as electronic and mailed acknowledgement letters and other donor correspondence.
• Manages tracking, recording and acknowledgement of in-kind donations.
• Updates and corrects donor database records, maintaining integrity of Salesforce CRM.
• Sends year-end statements to recurring donors.
• Creates, reviews and updates accurate database reports including mailing lists.
• Answers donor inquiries or passes onto the appropriate party when necessary
• Manages online store in coordination with Ceres Operations Manager, including processing and tracking orders, coordinating shipping or pick-up, managing inventory, and handling customer inquiries and service. Completes annual physical inventory.
• Participates in department and team meetings, taking and disseminating meeting notes.
• Schedules meetings between the department and external parties.
• For new and departing staff and Board members, assists with onboarding and offboarding tasks such as (but not limited to) updating our website, ordering business cards, and making name badges.
• Maintains physical and digital archive of Ceres publications and outreach materials.
• Completes expense reports with accurate coding.
• Maintains communications supplies and re-orders as necessary.
• Schedules and supervises volunteer support for admin activities, plus aids in tracking departmental volunteer support.
• Acts as the office manager for the Dev / Comm team area; including keeping the communal space and supplies organized
• Monitors info@ and development@ email address.
• Supports the Development and Communication team with a range of activities including donor and sponsor ticket and table management, tracking and reporting, rental orders insurance and permit acquisition, and guest relations.

Supports the Development and Communication team with other administrative tasks and projects as needed.

Qualifications

Physical Demands / Work Environment

Operating Principles

Ceres Organization

Founded in 2007, Ceres Community Project works to build healthy communities by restoring whole, organic and locally grown food to its place as the foundation of health, empowering youth, and connecting people in heart-centered ways to others and the earth.

Ceres Community Project's main program, Healing Meals for Healthy Communities, provides free and low-cost nourishing organic meals, nutrition education and caring support to people facing serious illness. All of the meals are prepared by teens that learn about growing, cooking and eating healthy whole foods and the connection between diet and health, develop life and work-ready skills, and discover their power to make a difference. The Healing Meals Program improves healthy eating behaviors among clients, teens and adult volunteers and educates the whole community about the link between healthy eating and the health of both people and planet. It also strengthens the social fabric of the community, another factor that is at the root of health. In times of disaster, Ceres is an emergency nutrition provider for our community.

In addition to operating three program sites in Marin and Sonoma counties, Ceres has trained 13 communities nationally to replicate our model. We are also active at the state and national level in advocating for policies that support equitable access to healthy food and health care, including reimbursement for medically tailored meals by insurers.

Ceres Community Project is an Equal Opportunity Employer. All employment decisions at Ceres are made without regard to race, color, religion, gender, sexual orientation, gender identity / expression, national origin / ancestry, age, disability, marital & veteran status or any other status protected by laws or regulations.