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Senior Executive Assistant

POSITION:              Senior Executive Assistant

REPORTS TO:         Executive Director/CEO

STATUS:                   Non-Exempt

General Description

The LightHouse for the Blind in San Francisco is looking for a Senior Executive Assistant to support our 116 -year-old nonprofit as we grow and deepen our community involvement.

The LightHouse for the Blind is a storied organization now employing 120 staff with an annual budget of approximately $14 million. Our new headquarters in downtown San Francisco is transit-friendly and is attracting worldwide notice for its progressive and innovative programming which helps blind people every day.

The Senior Executive Assistant (SEA) is a key position of the LightHouse executive team. The SEA provides administrative support to the senior leadership and the Board of Directors.

The Senior Executive Assistant is also the primary person responsible for managing all activities related to the LightHouse governing Board of Directors, including correspondence to and between board members, planning and coordinating board and committee meetings, and producing the minutes of the meetings.

This position may be for you if:

-Have great supporting skills and a high degree of emotional intelligence to serve our CEO and other Senior Directors in our management team.

-Like working to schedule magic, can craft a deft bit of business correspondence and like to prepare minutes, notes and agendas.

-Enjoy behind-the-scenes work that helps visionary executives at a remarkable organization invent its future.

-Want to work with your unusually close and mission-driven organization style.

Qualifications

  • Education: Bachelor’s Degree; advanced degree a plus.
  • Experience: 3-4 years of experience in either administrative support, communications, project coordination or related fields; some background in non-profit operations a plus.
  • Personal: Excellent English verbal and written communication skills.  High degree of emotional intelligence, tact and intuition. Detail-oriented. Must have strong interpersonal skills to relate to staff, Board, volunteers, blind/visually impaired community members and persons with varied backgrounds and viewpoints.
  • Specific skills: Strong command of Microsoft Office, particularly Outlook, Word and Excel.
  • Elegant writing for business correspondence.
  • Familiarity with social media a plus.
  • Valid California Driver’s License and willingness to drive occasionally.

Accountabilities

EXECUTIVE SUPPORT:

  • Provide executive administrative support to the CEO and Senior Directors.
  • Keep CEOs daily calendar.
  • Proof and prepare documents and correspondence.
  • Read aloud correspondence and other documents occasionally to the CEO.
  • Make business travel and hotel arrangements as needed.

SUPPORT:

  • Take minutes of meetings and distribute to members following the meeting.
  • Attend all Board and committee meetings.
  • Keep calendar of meetings of the Board of Directors and its committees,
  • Insure Board member information is kept current on agency website and in email distribution lists.
  • Prepare and distribute other documents of interest to the board or its committees.
  • Coordinate food and refreshments for board, committee and some business meetings.
  • Coordinate AV support, including remote attendance to meetings.
  • Assist Board members with administrative support as requested.

OTHER DUTIES:

  • Process, as a member of the team, incoming and outgoing mail, including secure and confidential correspondence and financial instruments.
  • Prepare and distribute the agenda for the weekly staff Directors meeting; take notes at the meeting.
  • Other duties as assigned.

Physical Demands

Able to carry or transport 20 lbs.; sit at a desk and perform computer-intensive work for long periods of time; operate standard office equipment; travel independently. Occasional overtime required for Board meetings, special events and other activities.

To Apply

Please submit a cover letter and résumé as Word attachments (no PDFs please), to hr@lighthouse-sf.org, including the job title in the subject line. We will not consider videos or hyperlinks to online profiles. Due to time constraints we will only respond to complete submissions in which there is serious interest; thanks for your understanding.

Deaf-Blind Telecommunications Program Associate

JOB DESCRIPTION

POSITION:   Deaf-Blind Telecommunications Program Associate

REPORTS TO:  Deaf-Blind Specialist

STATUS:  Non-exempt (part-time)

JOB PURPOSE:

The Deaf-Blind Telecommunications Program Associate (DBTPA) is a part-time, federally-funded grant-based position. The DBTPA provides critical administrative support and assistance for the California Deaf-Blind Equipment Distribution Project (DBEP) administered by LightHouse for the Blind and Visually Impaired. This position is specifically responsible for supporting the Deaf-Blind Specialist in all aspects of administrative and program support to ensure program protocols and efficiencies are upheld. While this project provides essential telecommunications equipment and training to deaf-blind Californians, it is equally matched by the need for crucial data management.

The majority of the DBTPA position requires heavy, accurate, detailed and timely data entry into the Salesforce database, strong understanding and use of Excel, electronic file management, and equipment ordering and management. The DBTPA is also a representative of the project and must be able to relate to, and communicate with, students, vendors and outside agencies in a kind, yet effective manner.

The main work site for this position is at the LightHouse satellite office in the Ed Roberts Campus in Berkeley. The work area of the DBTPA is located in an open work environment, thus the ability to work in respectful low-noise areas, including working in and around guide dogs, is essential. The DBTPA must be flexible to travel to other satellite offices in San Rafael, Fairfield, Napa or the main headquarters in San Francisco as needed by the program.

QUALIFICATIONS:

Education or equivalent:  Associates or Bachelor’s Degree with concentrations in Accounting, Computer Science, Research or Mathematics.

Experience: Two years’ experience in administrative or accounting support or related field; a background in non-profits desirable.

Other:

  • Strong (intermediate to advanced) and demonstrated skills in computer literacy (Microsoft Office Suite) and database management (Salesforce is used at the LightHouse) with a high rate of accuracy. Advanced use of Excel is essential.
  • Understanding of equipment related to telecommunication such as iDevices, low vision products and assistive technology.
  • Intermediate mathematical skills required, including the ability to analyze mathematical data.
  • American Sign Language or proficiency in a language other than English preferred, but not required. Strong ability to communicate in English is essential.
  • Must be extremely organized, professional, detail oriented, and self-motivated/sufficient.
  • Ability to follow oral and written instructions with excellent time management, organizational skills, verbal and written communication skills.
  • Experience in working with the deaf and/or blind community (or individuals) a plus.
  • Must have strong interpersonal skills, patience and the ability to relate to a diverse staff and student population.
  • Must have valid California Driver License and be willing to drive.
  • Must have a desire to work with colleagues and find pleasure and purpose in what you do, as we strive to be mentors to the students we teach.

PHYSICAL REQUIREMENTS:

Must be able to: Carry or transport 20 lbs.; sit at a desk and perform computer-intensive work for long periods of time; operate standard office equipment; travel independently.

JOB ACCOUNTABILITIES:

  • Communicate via telephone/video phone, email and written correspondence regarding the DBEP, to provide to potential recipients and inquiring family members and service providers.
  • Communicate with community agencies, volunteers, and student recipients who are deaf-blind, blind, and community members with varied backgrounds and viewpoints in an effective and collaborative way.
  • Distribute, organize, review and enter new DBEP applications.
  • Provide support to outreach efforts for the DBEP.
  • Maintain inventory lists of equipment and software.
  • Order and track office supplies, materials, and forms.
  • Organize and process work in a timely and customer-friendly manner.
  • Maintain accurate electronic and database (student and equipment) files.
  • Prepare equipment requests, vendor purchase authorizations, matching/tracking invoices and documentation of all purchases, and monthly expenses.
  • Maintain written correspondence as necessary.
  • Order and procure equipment and maintain inventory lists of equipment hardware and software.
  • Ensure detailed billing and database information concur with Finance Department entries.
  • Manage multiple tasks related to the DBEP with precision and a high degree of organization.
  • Update and maintain documents and reports related to the DBEP.
  • Provide accessibility support for blind/low vision and deaf-blind trainers, with administrative support related to the DBEP.
  • Arrange student travel needs for training. Assist or request driving, interpreting support for DBEP trainers as needed, and schedule students and trainers as requested for equipment delivery and training.
  • Drive (agency or rental vehicle) for equipment pick-up, delivery or trainer travel as necessary.

WORKING CONDITIONS:

LightHouse for the Blind and Visually Impaired is an equal opportunity employer. LightHouse personnel are employed on an at-will basis. We strive to maintain a scent-free environment and a drug-free workplace.

TO APPLY:

Please submit a cover letter and résumé as Word attachments (no .PDFs please), to hr@lighthouse-sf.org, including the job title in the subject line. We will not consider videos or hyperlinks to online profiles. Due to time constraints we will only respond to complete submissions in which there is serious interest. Thank you for your understanding.

Rehabilitation Services Associate

JOB DESCRIPTION

POSITION:           Rehabilitation Services Associate 

REPORTS TO:     Director of Rehabilitation Services

STATUS:             Non-exempt

JOB PURPOSE:

The Rehabilitation Services Associate (RSA) reports to the Director of Rehabilitation Services and provides administrative and accessibility support to LightHouse rehabilitation training service staff (including blind, deaf and deaf-blind; full and part-time staff) and supports program needs. The primary purpose of this position is to ensure Rehabilitation Services staff are provided with efficient, accurate and student-processing support. The RSA skills are imperative to ensure that the rehabilitation teaching staff can provide smooth and effective training to students in all locations. The RSA is a valued team member where thoughtful problem-solving and mutual support is integral.

Effective and professional interpersonal communication skills to support staff and students via email, phone and in-person is paramount, as is the ability to work and collaborate with colleagues to facilitate and prioritize the flow/process of all administrative support needed for teaching success. Multitasking, follow through and flexibility are essential. Strong ability to work within a database system and solid understanding of the importance of data integrity is critical. The RSA must be able to handle all aspects of office work: problem-solving, setting clear timelines, adhering to deadlines, and demonstrating detail and accuracy in all aspects of data entry and grant reporting, using a database system.

Finally, the RSA will provide visual support for staff to remove inaccessible barriers, report writing and communication with students for scheduling appointments, and securing all details associated with the LightHouse Student Residence.

The work area of the RSA is located in an open work environment, thus ability to work in respectful low-noise areas, including working around guide dogs, is essential. The RSA must be flexible to travel to satellite locations including Berkeley, San Rafael, Fairfield or Napa as needed by the program. Travel may occasionally include an overnight stay or late evening work depending on the program needs.

QUALIFICATIONS:

Education or equivalent: Bachelor’s Degree with concentrations in English, liberal arts or communications a plus.

Experience: Two years’ experience in administrative support or related field; a background in non-profits desirable.

Other:

  • Excellent verbal and written communication skills, flexible, detail-oriented.
  • Ability to manage multiple projects with precision and a high degree of organization.
  • Must have strong interpersonal skills, patience and ability to relate to a diverse staff and student population.
  • Strong skills in Microsoft Office Suite. Advanced use of Excel is essential.
  • Strong ability to work within a database system. (Salesforce is used at the LightHouse.)
  • Strong familiarity with social media a plus.
  • Must have valid California Driver License and be willing to drive.
  • Must have a desire to work with colleagues and find pleasure and purpose in what you do, as we strive to be mentors to the students we teach.

PHYSICAL REQUIREMENTS:

Must be able to: Carry or transport 20lbs; sit at a desk and perform computer-intensive work for long periods of time; operate standard office equipment; travel independently.

JOB ACCOUNTABILITIES:

  • Data entry of vendor authorizations and associated student medical and non-medical files (Department of Rehabilitation, Regional Center, Veterans Administration) and timely communication to staff regarding assignments.
  • Maintaining timely correspondence with the Department of Rehabilitation, Regional Center, Veterans Administration and other entities requesting training services.
  • Ensuring complete student files, both electronic and hard copy files.
  • Assisting with student and grant billing, staff reimbursement and record management of purchases of goods and services. Facilitating purchase authorizations, billing forms, etc.
  • Understanding and fully utilizing Salesforce database, including entering authorizations and generating data reports.
  • Work collaboratively with Database Administrator and internal Finance staff to ensure all monthly and quarterly reports are produced efficiently and with accuracy.
  • Prepare and proof documents and correspondence as requested.
  • Develop and maintain mailing lists for vendors and outreach to service providers, and others.
  • Assist service providers in maintaining grant records and other responsibilities.
  • Assist with monthly client billing.
  • Reading and clerical support for blind/low vision staff and students (completion of inaccessible documents such as timesheets, purchase orders, receipt backups and other access issues).
  • Ability to guide and work with volunteers and interns within the department.
  • Producing information in Braille (LightHouse will provide training) for the department.
  • Punctual attendance at staff meetings and trainings.
  • Maintaining client confidentiality internally and externally.
  • Providing back-up reception and visitor check-in for the LightHouse as needed.
  • Provide driver support for Rehabilitation Services.
  • Other Duties: Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

SUPERVISORY RESPONSIBILITY:

N/A

WORKING CONDITIONS:

LightHouse for the Blind and Visually Impaired is an equal opportunity employer to all.  We strive to maintain a scent-free environment and a drug-free workplace. We also operate under a mutual “employment at will” policy.

TO APPLY:

Please submit a cover letter and résumé as Word attachments (no .PDFs please), to hr@lighthouse-sf.org, including the job title in the subject line. We will not consider videos or hyperlinks to online profiles. Due to time constraints we will only respond to complete submissions in which there is serious interest; thanks for your understanding.