Administrative Assistant

Hearts Aligned Inc. is a 501(c)3 nonprofit organization that offers financial assistance, family support and advocacy to low-income families with a critically ill child that live in Santa Barbara County. Hearts Aligned, a three-year-old organization, has garnered tremendous positive feedback from both our community and healthcare partners alike.

​The Administrative Assistant plays a crucial role in providing administrative and program support to the Executive Director and Staff to ensure efficient operations. This position involves handling a variety of tasks and responsibilities, including written communication, database management, social media, event planning, and assisting with day-to-day tasks. The ideal candidate should be organized, detail-oriented, and possess excellent communication and multitasking skills.

Responsibilities:

• Prepare various letters for signature (donation receipt, client approval, etc.)
• Maintain, update and create records in DonorPerfect and Salesforce databases
• Run basic reports from databases
• Must be responsible to maintain confidentiality of records and sensitive information
• Scanning, filing and organizing documents
• Google drive organization and filing
• Assist in planning and organizing program events
• Assist in preparing social media posts and newsletter publications
• Basic knowledge and use of Canva and Constant Contact preferred
• Assist with special projects and initiatives, as needed

POSITION REQUIREMENTS

Candidate should have excellent written and verbal communication skills in English, Spanish proficiency a plus. Computer skills are required, including the use of Google Drive and database entry/management. Proficient use of social media (Facebook, Instagram and LinkedIn) is required The candidate should have excellent organizational and time management skills. Successful background check is required.

Education: High school diploma or equivalent.

Skills:

Proficient computer/data entry skills. Experience using Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), Google Drive and applications, Social media management, basic use of Canva for developing content.

Strong organizational and time-management skills.

Excellent written and verbal communication skills in English, Spanish proficiency a plus but not required.

Attention to detail and problem-solving abilities.

Ability to work independently, multitask and prioritize tasks effectively.

Personal Attributes:

Professional demeanor and strong interpersonal skills.

Ability to maintain confidentiality and handle sensitive information.

Positive attitude and a proactive approach to tasks.

Flexibility and adaptability.

Working Conditions:

Full-time, working in our Santa Barbara office. Work hours 8 am and 5 pm Pacific Time.

HEARTS ALIGNED INC. is an equal opportunity employer. It considers applicants for all positions without regard to race, religion, sex, national origin, age or any other characteristic protected by applicable State or Federal Civil Rights laws.

Job Type: Full-time

Pay: $ $22.00 per hour

Expected hours: 40 per week

Benefits:

• Flexible schedule
• Health insurance
• Paid time off

Work Location: In person