Administrative Assistant

The Administrative Assistant will be involved with a wide variety of clerical and administrative tasks in OFI’s head office. Duties also include fielding telephone calls, data-entry, and overflow of work as needed.

This is an in-office position reporting to OFI’s Administrative and Development Manager and OFI’s President and based in West Los Angeles/Santa Monica area, California. This is a full-time position (40 hours per week) with a salary beginning at $50,000 with full medical, dental, and vision insurance available to the successful applicant after completing the 90-day probationary period.

Responsibilities

Data entry & database management

• Compile and sort information relating to donor records, OFI history, promotional materials, etc.
• Prepare customer and donation data for entry to database systems, including offline records (inputting alphabetic and numeric information on keyboard and/or scanner) and online records (standardizing format of spreadsheets generated by various programs).
• Reviews source documents (spreadsheets, logbooks, etc) for errors and resolve any such discrepancies using standard procedures or by bringing it to the attention of relevant OFI staff. Verifies data by reviewing, correcting, or reentering data; combining data from multiple systems when account information is
• Helps maintain donor CRM and ensures that it is current.
• Helps maintain online and printed mailing lists.

Customer Service

• Package and ship merchandise orders.
• Prepare and mail donation acknowledgement letters.
• Maintain office operations by following established procedures and reporting issues or backlogs.
• Maintains donor confidence by protecting confidential information.
• Help with donor service inquiries and complaints.
• Assist OFI stakeholders with office-based processes as needed.
• Perform a variety of basic research functions as requested. This may include researching solutions for IT and software issues, potential fundraising partners, general fact- finding, or logistical inquiries for upcoming events.
• Help with grant applications and fundraising campaigns as needed.
• Facilitate communication between various OFI stakeholders as needed.
• Help with all other office functions.
• Help with the preparation of content for social media.

Requirements

• Administrative/clerical experience inside an office and or non-profit setting required.
• Previous customer service experience required.
• Advanced Level knowledge of Microsoft Word and Excel. Experience with photo editing and graphic design software (Illustrator, Photoshop, InDesign) is a plus.
• Strong writing skills preferred.
• Enjoy working within a collaborative environment, highly personable, friendly, and diplomatic. Works equally well independently and as a team-member.
• Able to multi-task and organize multiple projects, keeping tasks organized, and to help all participants stay on a timeline.
• The ideal candidate should be enthusiastic about conservation, animal welfare, and environmental activism. Understands OFI’s mission, history, goals, and peripheral issues.