Position: Administrative Assistant   

Hours: 24 hours per week - this position is on-site

Reports to: Chief Executive Officer 

Revised Date: February 2024

Compensation Range: $25 per hour

AGENCY DESCRIPTION 

Founded in 1983 and incorporated in 1993, The LOFT LGBTQ+ Community Center provides a safe gathering place for the lesbian, gay, bisexual, transgender, queer, and supportive communities of Westchester County and the Hudson Valley region. 

The LOFT facilitates a wide range of educational, health, social service, and recreational programs, and advocates for improved services for the LGBTQ+ community. Our mission is to further the cause of inclusion, diversity, and pride through education, advocacy, and celebration. 

POSITION SUMMARY: 

The Administrative Assistant at The LOFT plays a pivotal role in providing comprehensive administrative support to the CEO and facilitating efficient operations within the organization. This position requires a detail-oriented individual with exceptional organizational and communication skills, as well as a strong commitment to advancing LGBTQ+ rights and equality. The incumbent will assist in various tasks, including administrative support, event coordination, fundraising efforts, and acting as a point of contact for Board Management.

Principal Functions

Administrative Support:

• Assist in billing and reporting procedures, ensuring accuracy and timeliness.
• Draft and proofread correspondence, reports, and other documents for the CEO and organization as needed.
• Manage incoming and outgoing communications, including phone calls, emails, and mail, prioritizing urgent matters and ensuring timely responses.

Event and Meeting Coordination:

• Assist in the planning and coordination of events and meetings, including scheduling, logistics, and communication with stakeholders.
• Provide support during events and meetings, ensuring smooth execution and addressing any issues that may arise.

Records Management:

• Maintain accurate records and files, including donor and member information, in compliance with relevant regulations and policies.
• Assist in database management and updating records as necessary to support organizational needs.

Fundraising Support:

• Assist with fundraising efforts, including tracking donations, preparing acknowledgments, and maintaining donor relationships.
• Collaborate with the development team to identify funding opportunities and support grant applications and proposals.

Office Management:

• Perform general office duties, such as ordering supplies, maintaining equipment, and organizing office spaces for efficiency.
• Coordinate with relevant departments to address facility needs and ensure a conducive working environment.

Board Management:

• Scribe and distribute Board Meeting minutes as defined by the Board Secretary.
• Collect and maintain monthly Board attendance and Give & Get Data.
• Assist the CEO with board communications, including scheduling meetings, distributing materials, and following up on action items.

Required qualifications:

• Cultural competency sensitivities to the diverse characteristics of the LGBTQ+ communities and intersections of identity including gender identity & expression, sexual orientation, age, race, ethnicity, disability, and socio-economic status.
• Cultural and linguistic competence working with the transgender, gender non-conforming, non-binary communities. 
• Effective communication, computer, and documentation skills; proficient in Word, Excel, Google Workspace, and electronic record keeping. 
• Must be able to work independently and collaboratively in a team environment. 
• Must demonstrate sound judgment, initiative, discretion, diplomacy, and confidentiality. 
• Must have reliable transportation.
• Bilingual +++

Additional information:

Must be willing to work some evenings and occasional weekends.

If you are passionate about leading a dedicated team, fostering inclusivity, and advancing the mission of The LOFT, we encourage you to apply. Together, we can continue to make a positive impact on the LGBTQ+ community and promote a culture of inclusion, diversity, and pride.

PHYSICAL REQUIREMENTS: 

• Sit for extended periods while working at a desk or in meetings.

• Use a computer and other office equipment effectively.
• Travel within the community to attend events and meetings.

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.

EEO STATEMENT

The LOFT is an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

HOW TO APPLY: Send your resume and a cover letter to: [email protected]