Hiring Organization Information
Position Information
SYL Foundation is a public charity founded in 2008. By combining compassion and philanthropy with strategic grant making, SYL Foundation strives to advance quality health care and education for all. Through its grant-making program, the Foundation addresses chronic inequities within the health and education systems, promotes racial and economic justice efforts, supports the growth and wellbeing of the local nonprofit ecosystem, and provides rapid response grants to meet the emergency needs of immigrant-serving organizations in Washington’s King, Pierce, and Snohomish counties.
Scope of Work
SYL Foundation is seeking an experienced part-time employee to provide high-level administrative support to the organization while also assisting with communications, and the implementation of special projects.
Responsibilities
Operations (85%)
- Train on SYL Foundation’s grant management system. Pursue follow-up training on all system updates, and become the office expert. Assist grantees with system access.
- Monitor grant and scholarship payment schedules. Coordinate electronic payments of grant funds to grantees and maintain accurate records. Produce letters for grant payments. Keep the online grants management system up-to-date and accurate at all times.
- Enter donations into QuickBooks and send donation receipts.
- Schedule meetings and manage meeting logistics. Prepare support materials for board meetings including charts and summaries of applications and grantee reports. Record meeting minutes.
- Independently monitor due dates for grantee reporting, grant agreements, and payment acknowledgements from grantees and scholarship recipients, and follow up to ensure compliance.
- Work with continuing Lotus Scholarship recipients to ensure timely submission of paperwork and maintenance of accurate records including school attended and student ID numbers.
- Manage logistics for grantee workshops, including registration, technical needs, follow-up surveys, etc.
- Monitor inquiries through the website. Use judgment to determine which can be answered independently and which should be passed on to the Executive Director.
- Create and maintain mailing lists of grantees, community colleagues, and other networks.
- Manage all logistics and assist with program ideas for grantee gatherings.
- Maintain office supplies and equipment. Order supplies as necessary.
Communications (10%)
- With supervision from the Executive Director, create a yearly communications calendar and execute it to promote the Foundation’s efforts and impact.
- Use online grants management system to produce reports that can be used for external communications.
- Create social media posts about Foundation and grantee activities using Canva and other tools.
- Perform routine website updates when requested.
- Assist with annual event preparation as requested. This could involve assisting with presentation content, creation of video, and preparation of display board materials.
Special Projects (5%)
- With supervision from the Executive Director, assist with the coordination of special projects. May include coordinating grantee events, conducting research, or investigating innovative program models.
NOTE: The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of a specific statement of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position. This is a small office, and all employees are expected to contribute as necessary.
Qualifications
We are looking for a motivated and detail-orientated individual who will be able to function independently while taking direction from the Executive Director. The Executive Assistant should possess the following skills and experiences:
- Commitment to SYL Foundation’s core values of justice, equity, and inclusion as well as the ability to understand complex social issues.
- Excellent written and verbal communications skills. Must be able to produce high-quality written documents independently.
- Demonstrated ability to stay organized, prioritize, and proactively execute multiple projects simultaneously.
- Extreme attention to detail is a necessary skill for success in this position.
- Must be able to work and problem-solve independently in a fast-paced office environment.
- Flexibility and willingness to learn new skills is a requirement.
- Minimum four years’ work experience; database management and executive assistant experience preferred. Internships and summer employment will be considered work experience.
- Tech savvy, and experience with WordPress and social media marketing (Facebook and Twitter) preferred. Experience with Microsoft Office is required. The ideal candidate will be comfortable using a wide array of software and web-based applications, and will be able to learn new technology quickly.
- An understanding of the lived experience of immigrants and/or refugees is a plus.
- Knowledge of Mandarin Chinese is a plus, but is not required.
- Knowledge of the local nonprofit community is a plus.
- Knowledge of Foundant grant management software is a plus, but training will be provided.