National Executive Assistant

ORGANIZATION BACKGROUND: Founded in 1992, After-School All-Stars provides free, daily afterschool programs to middle school aged youth in school sites all across the U.S. Our vision is for our All Stars to be safe and healthy, to graduate high school and go on to college, to find a career they love, and to give back to their communities.

A UNIQUE OPPORTUNITY: After-School All-Stars is currently seeking a proactive and professional administrator to support our Chief Executive Officer and key members of our Executive team with board development, relationship stewarding and administrative duties. This position will report to the CEO closely working alongside the Executive Team. This position will be crucial to the Executive team's success in achieving its strategic goals through robust administrative support, working closely with a team that headquarters in Los Angeles with chapters across the US.

SPECIFIC RESPONSIBILITIES:

EXECUTIVE ASSISTANT TO CEO AND BOARD RELATIONS (70%)

• Manage CEO's calendar, travel and coordinate high level meetings with internal and external stakeholders including high-level donors, National and Chapter board members, board prospects, and others.

• Draft written correspondence on behalf of the CEO, including board member outreach, committee updates, high-level donors and daily email correspondence with a variety of internal and external stakeholders

• Take, edit and distribute minutes for all national board meetings and committee meetings including Nominating, Finance, Strategy and Executive.

• Support the CEO by creating wide range of materials, including PowerPoint presentations, briefings, and support editing collateral items produced by various departments

• Handle all travel and credit card reconciliations for the CEO.

• Take on additional roles as needed when CEO is overseeing additional initiatives such as our A133 single audit, 403B audit

• Cultivate and maintain relationships between the ASAS national office and the broader ASAS network

• Collaborate with the Executive Team regarding meeting logistics, preparation, follow through and other action items as assigned

• Ensure regular cadence communication with CEO and board members.

• Help with strategy to continue stewarding current board members and also prospect new potential national board members.

• When needed, assist Chapter Executive Directors in prospecting local board members to each chapter and help steward them with relationship building and best practices.

• When needed, attend board cultivation events at the national level, or at local chapter level.

• Prepare and ship out packages and materials to board members for meetings or relationship building.

• Strategize board appreciation gifts.

• Assist in any annual compliance requirements for our endowment.

• Keep calendar to ensure Endowment meetings occur regularly and all requirements are satisfied with state, federal and IRS guidelines

EXECUTIVE TEAM AND SPECIAL PROJECTS SUPPORT (30%)

• Assist the Executive team members (5) as needed with administrative, scheduling, calendar management, presentation building or clerical needs.

• Help prepare for audits by gathering and organizing financial records, including bank statements, invoices, and donor receipts, to meet audit requirements.

• Assist National finance team pulling items from the PBC list to auditors in a timely manner.

• Support adherence to IRS regulations, state laws, and donor restrictions, especially for restricted funds

• Support the CEO and Executive team members on planning and executing special projects including Board Meetings, site visits, PR/ Media branding opportunities, and org-wide gatherings and activities

• Support the CEO with administrative support, logistics management, in-person stewarding and other miscellaneous tasks to ensure the success of major fundraising events

REQUIREMENTS: The Executive Assistant will embody ASAS's core values: entrepreneurial, collaborative, transparent, accountable, have basic accounting/financial skills, and be proactive. An undergraduate degree is required. The successful candidate will be a professional written and oral communicator, understand high-level donor stewarding and be extremely discrete. This individual will be socially aware, respectful, and customer service forward. The individual will be organized and detail oriented, have strong communication skills, tech-savvy across Mac and PC, excellent writing skills, and be capable of multi-tasking and juggling multiple priorities and deadlines. The Executive Assistant will be available as needed and with notice for weekend or evening events. A minimum of 6-8 years in a similar role is required (non-profit, government, university or an entrepreneurial organization with high-level donor stewarding). The Executive Assistant must demonstrate a high level of professionalism and discretion, as the assistant has access to sensitive organizational information. Candidates should have a desire to demonstrate exceptional PowerPoint and interpersonal skills in a high level, high-profile position. Ideally, the candidate is comfortable with CRMs (such as Raiser's Edge) or open to learning.

BENEFITS: This is a full-time, exempt position (40 hours/week with occasional weekend or evening events). ASAS promotes a healthy work/life blend and offers a competitive benefits package, including 99% coverage of Medical plan, 99% coverage of Dental plan, 99% coverage of Vision plan, Employee Assistance Program, Short-term and long-term disability options, Life insurance, Optional employee critical illness plan coverage, 403(b) plan with employer match, Substantial paid time off in the first 3 years with a progressive increase in years 4-5, Up to 25 paid holidays a year, Discounted ticket program, Employer-paid onsite employee parking.