Executive Assistant

Job Title: Executive Assistant

Status: Non-exempt, Part-time, Temporary, approximately 20 hrs/week

Reports to: UCC Petaluma Pastor

JOB SUMMARY

The Executive Assistant works collaboratively with the Executive Director of Gather Petaluma and the Pastor of UCC Petaluma, in support of their separate organizations that share a physical campus but operate independently, each with its own leader. In this role, you’ll provide executive and administrative support to both leaders in the day-to-day operations of their respective organizations. This is a 12-month position, with renewal contingent on available funding.

You’ll often be the first point of contact people have with UCCP and Gather Petaluma, whether in person or online, so we’re looking for someone warm, outgoing, digitally comfortable, adaptable, and self-assured. The role is mostly on-site at 825 Middlefield Dr. during set hours each week, with some flexibility to work remotely at times.

This position is employed by UCC Petaluma and may expand to separate or shared employment with/by Gather Petaluma as their organizations evolve.

RESPONSIBILITIES

Because this is a part-time role, not everything listed will require equal attention at all times. You’ll be supported to prioritize tasks as needed. You’ll work with the ED and Pastor, in coordination with staff, volunteers, officers, vendors, tenants, renters, and campus partners, to support the following areas:

Office Support

• Ensure all communications (digital, in-person, mail, and phone) are received, responded to, and directed promptly, supportively, and professionally
• Perform basic bookkeeping in a fund accounting environment including: check writing, deposits, donor statements, monthly/quartely/annual reports, and bank/investment statement reconciliation.
• Support the publication of newsletters and event materials using Google Workspace apps, MailChimp, and WIX and other software.
• Develop and execute social media advertising programs
• Support digital and paper records needs
• Support invoice management for campus users, including tracking utility usage and rents paid, and following up as needed
• Support contract creation and management for campus users
• Coordinate with vendors and contractors
• Enter data, including constituent lists, donor lists, attendance tracking, and other relevant metrics
• Schedule meetings
• Support fundraising efforts, including sending thank-you letters and tracking donations

Volunteer Coordination

• Help locate volunteers for a wide variety of office, building and grounds, event, and other tasks using in-person, digital, and phone communications
• Develop and execute volunteer and visitor development and management programs

Events Planning and Management

• Assist with marketing and media for upcoming events
• Field public inquiries regarding upcoming events
• Assist with securing vendors, volunteers, and supplies for upcoming events
• Assist with event registration, payment processing, and ticketing
• Send event invitations, reminders, and follow-up communications
• Track RSVPs and attendance

Facilities Management

• Establish relationships with our tenants, renters, and campus partners; refer queries and concerns to the appropriate leadership for decision and action
• Field public interest in renting spaces, and refer as needed
• Maintain the campus use calendar using Google Calendar
• Inspect all campus areas weekly to check building safety and maintenance needs, including but not limited to lights, HVAC, plantings, locks, janitorial, and Recology trash bins, and take action independently or seek support from the ED or Pastor as appropriate
• Maintain supply lists for the office, kitchen, restrooms, and sanctuary
• Order and replenish office and janitorial supplies as needed from cost-effective sources

POSITION QUALIFICATIONS

Education: High school graduate; some college preferred.

Experience: We’re looking for someone with relevant experience, though we don’t expect a perfect match on every item. Ideally, this includes:

• Office administration experience supporting a senior executive or manager, requiring strong organizational, digital, and interpersonal skills, along with the ability to prioritize tasks and adapt procedures to achieve desired outcomes
• Experience with basic bookkeeping tasks using Quickbooks Pro Online
• Proficiency in Google Workspace tools and Microsoft Office Suite
• Experience with social media platfo…