Position: Executive Assistant

Status: Full-Time/Year-Round

Reports to: Executive Director

Supervises: N/A

Job Summary: The Executive Assistant works to provide administrative and project management support to the Executive Director (ED) particularly to maximize their effectiveness in all fundraising areas.

Essential Duties & Responsibilities:
• Database/Document Management: Manages internal use of database software (PatronManager) and provides support during Board, Committee and Senior Team meetings as needed. Enters contact information and coding for new donors, advisors, etc.
• Administrative Support: Provides administrative support to the ED taking on project based work and other duties as assigned.
• Scheduling and coordination: Maintains ED’s calendar, scheduling all internal and external meetings, noting events and appointments (including all necessary information and materials). Makes arrangements for ED’s meetings, coordinating with staff to be present and collecting relevant documents. Works with ED to ensure that preparations for meetings are made in advance. Maintains a tickler system of all major assignments given to Managers.
• Board: Coordinate Board of Directors meetings including RSVP lists and meeting documents. Schedules fundraising meetings with Board and ED.
• Fundraising: Research Major Donor prospects and grant/foundation prospects as needed.
• Filing: Maintains ED’s personal and general files as appropriate by subject, date, organization or pending issue, determining the system best for quick recovery. Enters new contact information into the constituent database as well as ED’s contacts.
• Events: Provides on-site support at events. Coordinates with other staff regarding off-site events for ED involvement i.e. talking points, call time and agenda.

• Minimum three years experience as an executive assistant, preferably at a nonprofit organization.
• Associate of Arts degree or equivalent is required; higher education or business/secretarial training preferred.
• Strong interpersonal, written, and verbal communication skills are required. An ability to compose and edit correspondence and basic reports, knowledge of proper English, grammar and punctuation is required, with knowledge of a variety of written styles and formats. Critical thinking in assessing, compiling and disseminating information is necessary. A proven ability to interact well with all levels in an organization, donors, and grantees, and to work as a productive team member is also required.
• Computer literacy, including strong word processing experience, and strong working knowledge of Microsoft Office software, including excel and power point. Working knowledge of FileMaker and Patron software preferred, with a willingness and ability to learn appropriate database, spreadsheet and other computer programs.
• Organizational Skills: Good organizational skills and ability to multi-task and support two senior managers. Good attention to detail.
• Strong organizational and project management skills and attention to detail. Ability to prioritize work and adjust to multiple demands.
• Skill in determining matters of importance and information of use to the ED. An intuitive ability to recognize and appropriately convey the sensitive nature of any situation and the ability to keep all matters appropriately confidential is necessary.
• Ability to work well independently and as team member. Ability to take initiative, and follow tasks through to completion.
• A commitment to Outfest’s mission and an understanding of its programs and their role in the broader LGBT community.

General qualifications:
• Ability to sit and work at a desk for several hours at a time.
• Ability to travel and attend meetings, presentations and events outside the office.
• Work may require occasional weekends and/or extended workday.
• Must be able to lift 50lbs

Outfest is an equal opportunity employer. Outfest strongly believes in the strength of diversity and therefore, actively encourages applications from women, people of color, and any qualified person, who support Outfest’s mission.

Mission: Outfest protects our past, showcases our present and nurtures our future by fostering artistic expression of gender, sexuality and LGBTQ culture and its transformative social impact on the world.

Founded by UCLA students in 1982, Outfest is the leading organization that promotes equality by creating, sharing and protecting LGBT stories on the screen. Outfest builds community by connecting diverse populations to discover, discuss and celebrate stories of LGBT lives. Over the past three decades, Outfest has showcased thousands of films from around the world to audiences of nearly a million, educated and mentored hundreds of emerging filmmakers and protected more than 20,000 LGBT films and videos.

Qualified applicants should send résumé and cover letter via email (as attachments MS Word or PDF only) to: [email protected]. Please indicate in the subject line of the email the position you are applying for.