Administrative Assistant in the President's office
Public Policy Institute of California - San Francisco, CA

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The Public Policy Institute of California is dedicated to informing and improving policy in the state. By providing essential information and framing policy debates, we help shape a better future for California.

Position Summary:

This position will function as a key member of the president's office; providing administrative support to ensure the smooth daily functioning of the internal operations and logistical support for the institutional activities of the office - including internal and external meetings, board meetings, donor relations, public events, and other engagements. This position reports to the president and works with other members of the president's office in San Francisco and Sacramento and collaborates with the director of facilities and the administrative assistant in San Francisco.

Responsibilities:

  • Provide general administrative support for the President’s Office, including welcoming guests
  • Respond to inquiries from board members, funders, media, policymakers, the public, and staff
  • Schedule and coordinate internal and external meetings for the President
  • Schedule and coordinate quarterly board meetings and board committee meetings
  • Provide logistics and planning support for a variety of institute events and activities
  • Provide background information, agendas and handouts for president’s meetings
  • Assist the president with travel plans, expense reporting, and writing of letters and memos
  • Maintain contact and donor databases, phone logs, meeting logs, and mailing lists
  • Manage donor records and gift processing
  • Participate in selected institute committees and working groups
  • Monitor president’s office budget, and review invoices and general ledger reports
  • Handle catering, expense tracking, and travel arrangements for meetings and other events
  • Perform other duties as assigned

Qualifications:

Flexibility, organization, and the ability to work with others in a changing environment will be important attributes for success in this position.

  • Three to five years of comparable administrative employment with experience involving senior management, board of directors meetings, donor relations, and event management a plus
  • Excellent computer skills, including working with MS Outllook Calendar, MS Office skills, and internally developed databases, including those used for donor tracking.
  • Excellent written and verbal communication skills.
  • Strong detail orientation
  • Exceptional interpersonal skills
  • Ability to work individually and as a team member, to prioritize, multitask and meet deadlines
  • Ability to travel occasionally to Sacramento and Southern California for meetings and events
  • Commitment to the institute’s mission
  • Experience working at a foundation, government, research, or university setting is a plus
  • Bachelor’s degree or equivalent experience required

PPIC values the wide variety of backgrounds and experiences of our staff, and key elements in the consideration of qualified candidates include excellence; diversity of talents, backgrounds, and viewpoints; and a strong fit with our mission of informing and improving public policy through independent, nonpartisan research.

To apply:

Visit http://www.ppic.org/main/opportunities.asp and follow the application instructions. Applications will be considered as they are received, and the position will remain open until filled. Please tailor your cover letter to highlight how your credentials meet the qualifications listed above. Submit your cover letter as a text document in the field provided, and include your resume as an attachment to the application.

As an Equal Opportunity and Affirmative Action employer, PPIC is committed to excellence through diversity. We encourage women and members of minority groups to apply.


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