Start Small Think Big is a non-profit on a mission to empower and catalyze under-resourced entrepreneurs. Founded 10 years ago in New York City, we have successfully expanded our work to San Francisco, Oakland and San Jose. We are now in the midst of another period of rapid growth and expansion, as we work to replicate our model nationally and grow existing programs to serve larger numbers of entrepreneurs. In order to connect under-resourced small business owners with the strongest pro bono legal, financial and marketing support to transform their growing businesses, build wealth for themselves and their families, and create jobs for others in their communities, Start Small Think Big has:Partnered with the majority of the top 100 U.S. law firms, including Simpson Thacher, Weil Gotshal, Cleary Gottlieb, Debevoise & Plimpton.Partnered with the biggest and most well-respected financial and marketing corporations, including American Express, Morgan Stanley, Google, Goldman Sachs, Group Nine MediaSecured significant support for our work from some of the largest and most forward-thinking foundations in the space, including Kauffman, JPMorgan Chase, eBay and Citi.Reporting directly to the Director of Finance and Administration, the Executive Assistant/Office Manager works independently performing a wide range of complex and confidential administrative and clerical support duties, including providing support on special projects and events across the organization. The position requires excellent communication and interpersonal skills and ability to provide information and service to a wide range of internal and external constituents. Given that this position is the first person with whom our stakeholders (clients, volunteers, partners, donors) will interact, we need someone who brings customer service to the forefront under all circumstances. The position is also an excellent opportunity for someone excited to come in and learn first hand, from the ground up.Office Administration:Maintaining paper and electronic office files; implement efficient systems for staff to access files and records.Providing general office management support (e.g., addressing external information requests via phone and email, sorting and routing mail, ordering supplies) and managing the organization-wide phone systemCoordinating the office calendars (Managing Calendly) and helping to schedule meetings and events for the executive teamFurnishing administrative support to staff (posting jobs, printing/scanning, order business cards/collateral)Maintaining the organizations contacts database in SalesforceGeneral bookkeeping and HR adminPerforming monthly expense classifications within QuickbooksDownloading end of month reportsMaintaining monthly income reporting spreadsheetsBoard Relations:Provides administrative and logistical support to the Board of Directors, including scheduling meetings/committee calls, gathering and distributing board materials, taking and circulating minutes, tracking deliverables, updating the board website and handbook, and maintaining records for the full board and all the board committees.Development:Developing and maintaining a comprehensive calendar of development-related events and deadlines (new grant opportunities and reports)Maintaining electronic and/or paper files of all proposals and reports in organized filing and record-keeping system to ensure accuracy, completeness, and easy-access at all times for all foundation, corporate and individual fundraisingRunning development reports and maintaining all donor records in SalesforceProcessing donor acknowledgements and correspondence to ensure timely recognition of gifts and pledgesManaging purchase and shipping of donor thank-you giftsOverseeing donor and grant partner communications (coordinating with marketing team to keep donors abreast of SSTB impact and stories)Experience and Attributes:At least 1 year of work experience as an executive assistant, or at least 2 years experience in an office settingExcellent written and oral communication skillsExcellent interpersonal skills, including ability to effectively communicate with diverse stakeholders and colleagues, while always maintaining a team-oriented approach.Takes ownership and initiative, and also thrives in a collaborative environment. Comfortable managing projects and keeping stakeholders informed, ensuring that all projects are completed within a timely and effective manner.High level of computer proficiency including familiarity with Google Apps, MS Office, email marketing software, social media platforms and tools. Experience with Salesforce and Zoom a plus.Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and responseStrong organizational and time management skills; thoughtfully and effectively approaches creative projects to ensure maximization of time and resources. Ability to meet deadlines and juggle multiple tasks at once in a fast-paced environment.A dedicated interest in helping underserved communities and commitment to equity, diversity and inclusion.
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