Development Administrative Assistant

About Second Harvest of Silicon Valley

Founded in 1974, Second Harvest of Silicon Valley is one of the largest food banks in the nation and a trusted nonprofit leader in ending local hunger. The organization distributes nutritious groceries through a network of nearly 400 partners at drive-thru and walk-up sites across Santa Clara and San Mateo counties. Due to the prohibitively expensive cost of living in Silicon Valley, the economic downturn caused by the COVID-19 pandemic, and the rise in inflation, Second Harvest is now serving an average of about 500,000 people every month. Second Harvest also connects people to federal nutrition programs and other food resources, and advocates for anti-hunger policies on the local, state and national levels. To learn more about how Second Harvest is responding to the incredible amount of need in Silicon Valley, visit shfb.org.

About the Position

In this role, you will be responsible for supporting the Senior Campaign Manager and the Director of Leadership Gifts. Duties will include general administrative support such as calendar management, expense report support, donor database tasks, regular marketing material updates, supporting donor meeting preparation etc. This role is also responsible for managing donor event logistics including vendor selection/management, tracking RSVPs and day of, on site logistical support. Please note that this position is focused on internal support and is not a fundraising or donor relations role. This is a support role that requires flexibility, adaptability, willingness to learn, and a can-do mindset.

In this role, you will be a valued member of a flexible, high-performing, supportive work environment that fosters creativity and collaboration. Everyone on the team is passionate about the mission of the organization and doing personally meaningful work. Being a local nonprofit gives Second Harvest the flexibility to have a nimble work culture that allows every team member to contribute their skills outside of their specific job function when appropriate and helpful to the overall goals. This is a key support role designed to allow field fundraisers to spend more time interfacing with donors and prospects.

This job might be for you if:

• You are passionate about ending hunger.
• You are organized, very detail-oriented and enjoy being in a support role and can maintain superb organizational skills and impeccable attention to detail in a distracting work environment.
• You are adept at administrative support - calendar management, meeting preparation and note taking, organizing events, both in-person and virtual.
• You can anticipate the needs of the Senior Campaign Manager and Director of Leadership Gifts and help them stay organized and productive.
• You are comfortable and skilled at working with EAs of executives and top donors to schedule meetings.
• You can juggle competing priorities, exercise judgment, and know when to get guidance to reprioritize tasks.
• You can steward sensitive information and data with the utmost integrity and confidentiality.
• You can work effectively whether you are remote or working in the office.
• You like collaborating with staff from other departments to facilitate cross-departmental needs of the team.
• You are willing to make changes in routine and pace of activity due to shifting priorities.
• You can prompt specific actions from colleagues to meet project deadlines and team goals.
• You have exceptional customer service skills, over email, phone and in person, with donors and internal colleagues.

Responsibilities

• Prepare and code monthly expense reports for fundraising staff using Concur software.
• Independently oversee special projects as needed including vendor management.
• Support with preparing and updating materials needed for donor visits and donor communication.
• Provide scheduling, logistics and analytical support to the Leadership Gifts team.
• Monitor budgets - including expense budgets, revenue projections and reforecast processes using PowerPlan software, including tracking actuals vs. budget by category.
• Work with external vendors as needed for invoicing, comparison shopping, contracts etc. as directed by supervisor.
• Facilitate and manage the day-to-day workflow based on known deadlines; and effectively prioritize and complete competing projects.
• Manage volunteers who assist with daily operations and special projects.
• Collaborate with Human Resources, IT and Facilities for the onboarding of new employees.
•  Attend occasional weekend and evenings in person events to provide support. 

The ideal candidate will possess the following professional qualifications: 

• Strong administrative and office skills.
• Comfortable using and learning software tools like Excel, Smartsheet, Salesforce, Adobe, collaboration tools, calendaring tools, etc.
• Experience with event coordination.
• Ability to juggle multiple projects with superb accuracy.
• Significant level of computer proficiency including strong MS Office skills, data entry/retrieval and internet research capabilities.
• Genuine interest in the mission and activities of a food bank.
• AA degree or equivalent and 2 years of work experience.

EOE

Second Harvest is committed to being an equal-opportunity employer which values diversity.  Under-represented groups are encouraged to apply for all positions.