Executive Assistant & Operations Associate
FLSA Designation: Exempt

Ploughshares Fund is a public grantmaking foundation that seeks to reduce and ultimately eliminate the threat posed by nuclear weapons. Our vision is a world where nuclear weapons can never be used again. We fund and coordinate individuals and organizations in the United States and abroad that create solutions, drive policy and build grassroots support for a world free from the dangers of nuclear weapons.
Functions and Responsibilities

Ploughshares Fund seeks to hire a full-time Executive Assistant and Operations Associate to provide executive and administrative support to the Executive Director/Chief Operations Officer and Director of Finance.

Responsibilities include:

Support to the Executive Director (ED):

Manage internal and external correspondence and prioritize compelling requests;
Maintain efficient filing and organization of correspondence, reports, research data and meeting materials; draft letter and email communications;
Research policy issues in preparation for ED public appearances and for published articles;
Liaise with other departments on the execution of strategic projects;
Organize travel as well as expense management and processing; schedule meetings and appointments;
Maintain calendar and communication filing system; maintain contacts and correspondence in Raiser’s Edge;
Provide additional support as needed.

Support to the Director of Finance (DoF):

Reconcile credit card statements and prepare monthly credit card worksheets;
Post on-line contributions in bookkeeping system;
Assist in development of annual budget; support in additional reporting and annual audit; provide additional support as needed.

Administrative Duties:

Spearhead board meeting preparations and assist in the preparation of board meeting materials;
Provide phone coverage;
In coordination with different departments, post new job openings in various job sites and process applications accordingly;
Assist in the new employee on-boarding process;
Order and maintain office and kitchen supplies;
Process incoming and outgoing mail;
Maintain organization calendars;
Welcome visitors to the office;
Organize and support staff events; support docket preparation; and
Provided support to other departments as needed.

Qualifications

Bachelor’s degree;
Minimum of two+ years’ experience, preferably in non-profit organizations;
Experience providing administrative support in a team environment;
Professional phone manners;
Excellent written and oral communication skills and solid interpersonal and general research skills;
Strong organizational skills and attention to detail;
Competence in office procedures and PC applications, i.e. word processing, spreadsheets and database (knowledge of Excel and Raiser’s Edge preferred);
Ability to anticipate needs and act upon requests independently;
Understanding of the sensitivity of confidential information and documents;
Flexibility, good judgment and positive attitude;
Ability to multi-task, prioritize workload and work independently with limited supervision;
Interest in and ability to work collaboratively in a small organizational environment.

How to apply

To Apply

Please submit a cover letter that clearly states your interest and qualifications for the role, resume and cover letter to jobs@ploughshares.org with subject line Executive Assistant/Operations Associate by September 8, 2015. Review of applications will begin immediately upon receipt. No calls, please.

Ploughshares Fund is a collegial office setting located in the Presidio of San Francisco. This position is full-time only. Compensation is based on experience and qualifications. Ploughshares Fund offers a full range of benefits, including health insurance, a retirement matching plan, paid sick leave and paid vacation time. Ploughshares Fund is an Equal Opportunity Employer. To learn more about Ploughshares Fund, please visit[[http:ploughshares.org|ploughshares.org]].