Reports to: Chief Executive Officer
Revised Date: December 2024
Compensation Range: $26.50 per hour/30 hours per week
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 Executive Assistant & Board Liaison at The LOFT LGBTQ+ Community Center plays a pivotal role in providing comprehensive administrative support to the CEO and ensuring seamless communication and coordination with the Board of Directors. This role requires exceptional organizational skills, a detail-oriented mindset, and the ability to manage multiple priorities effectively. The position is ideal for a professional passionate about advancing LGBTQ+ rights and equality, with strong administrative and communication abilities. The Executive Assistant will assist in various organizational tasks, including administrative support, event coordination, fundraising assistance, grants management, and Board management, contributing to the overall efficiency and impact of the organization.
PRINCIPAL FUNCTIONS
Administrative Support
• Provide high-level administrative support to the CEO, including scheduling meetings, managing calendars, and handling sensitive information with discretion and confidentiality.
• Assist in billing and reporting procedures, ensuring accuracy and adherence to deadlines.
• Draft, edit, and proofread correspondence, reports, presentations, and other organizational documents as needed.
• Manage incoming and outgoing communications (phone calls, emails, and mail), prioritizing urgent matters and ensuring timely responses.
Event and Meeting Coordination
• Support the planning and execution of internal and external events, meetings, and programs, including logistics, scheduling, stakeholder communications, and on-site assistance.
• Ensure the CEO and Board materials are prepared and distributed in advance of meetings.
• Provide technical and logistical support for virtual and in-person meetings.
Records Management
• Maintain accurate and organized records, including donor/member information, meeting minutes, and administrative files, in accordance with organizational policies.
• Support database management and ensure timely updates to donor, member, and stakeholder information.
• Assist in generating reports and tracking key metrics as needed.
Grants Management & Reporting
• Coordinate billing, invoicing, and reporting for grants to ensure compliance with funder requirements and organizational policies.
• Manage grant-related billing and develop clear, accurate financial reports for funders.
• Work directly with the Grants Department and Program Team to gather programmatic data, develop performance reports, and ensure alignment with funder expectations and timelines.
• Support the creation of grant-related documentation, including budgets, expenditure tracking, and reimbursement reports.
• Work closely with program staff to collect necessary grant data, ensuring accuracy and timely submissions.
Office Management
• Manage day-to-day office operations, including ordering supplies, maintaining office equipment, and creating an efficient work environment.
• Coordinate with departments to address facility needs and ensure office functionality.
Board Management
• Serve as the primary liaison to the Board of Directors, supporting all Board-related activities.
• Draft and distribute Board meeting agendas, minutes, and related materials in collaboration with the Board Secretary.
• Maintain Board records, including attendance, Give & Get data, and action item follow-ups.
• Assist the CEO with Board communications, meeting scheduling, and special projects.
REQUIRED QUALIFICATIONS
• Strong cultural competency and sensitivity 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.
• Exceptional communication skills, both written and verbal, with an ability to interact professionally with diverse stakeholders.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint), Google Workspace, and electronic record-keeping systems.
• Proven ability to manage confidential information with sound judgment, initiative, and discretion.
• Strong organizational skills, attention to detail, and the ability to multitask effectively in a fast-paced environment.
• Ability to work independently and collaboratively as part of a team.
• Bilingual preferred (Spanish or other languages in demand within the community are a plus).
COMPENSATION & BENEFITS
• Competitive salary commensurate with experience.
• Comprehensive benefits package, including health, dental, and retirement contributions.
• Opportunities for professional development and advancement.
• A supportive, inclusive, and mission-driven work environment.
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.
We encourage you to apply by emailing your resume and cover letter to [email protected].