Overview
Administrative Sales Assistant Jobs in Barberton, OH at Ad Direct Inc
Administrative Assistant, Executive Office
Organization Description:
Since 1981, the Golden Gate National Parks Conservancy (Parks Conservancy) has served as the nonprofit partner of the National Park Service, collaborating with the Presidio Trust, partners, donors, and the community to support the Golden Gate National Recreation Area (GGNRA). The GGNRA stretches across three Bay Area counties north and south of the Golden Gate Bridge and includes iconic places such as Muir Woods National Monument, Fort Point National Historic Site, Alcatraz Island, Crissy Field, Mori Point, Lands End, and the Presidio of San Francisco.
The Parks Conservancy engages at the intersection of national park sites, local communities, social justice, and climate resilience. Collaborating with partners, our staff are dedicated to enhancing public awareness and providing volunteer and educational opportunities in the parks. We are park builders, caretakers, ambassadors and educators, all working to connect people to parks in support of our vision Parks for All Forever. Join us.
Department Description:
The Executive Office is responsible for a wide range of the Conservancy’s work as its members include the President & CEO, Deputy CEO, Director of Impact & Evaluation, Senior Director of Strategic Partnerships & Innovation, and Senior Executive Office Manager.
Position Overview:
The Administrative Assistant provides essential support to the Executive Office and senior leadership team, ensuring smooth operations and effective communication. Reporting to the Senior Executive Office Manager, this role manages schedules, coordinates meetings and events, and handles administrative tasks in a dynamic, fast-paced environment. Ideal candidates will bring a collaborative spirit, a proactive approach to problem-solving, and an enthusiasm for conservation and public service.
This full-time, non-exempt position is based in the Parks Conservancy’s headquarters at Fort Mason in San Francisco. Work is performed primarily in an office setting, including a mix of telework and onsite. The Conservancy currently requires a minimum of four full days per month onsite; however, in many instances it would require more onsite days either in the office or visiting park sites in order to meet the essential requirements of the position. This role is expected to work onsite at Fort Mason at least two to three days per week.
Reports To: Senior Executive Office Manager.
Essential Functions and Responsibilities:
Represent the Executive Team with professionalism and warmth when engaging with Parks Conservancy staff, agency partners, board members, and the broader community.
Manage dynamic calendars, contact lists, departmental activities, and coordinate complex travel and itineraries for the Executive Office with precision.
Serve as the primary scheduling contact for the Deputy CEO, ensuring seamless coordination of meetings and commitments.
Organize accommodation and logistics for Board and Executive Management Team meetings, ensuring a polished and efficient experience.
Collaborate with the Senior Executive Office Manager to plan and execute impactful events, strategic meetings, mailings, and special projects.
Provide proactive support with Board Committee schedules and documentation when needed.
Maintain a well-organized and fully stocked Executive Office, anticipating supply needs and ensuring operational efficiency.
Act as the central liaison to the Finance Department for signature gathering, accurate expense reporting, and timely credit card reconciliation for the Executive Office.
Offer dependable backup support to the Executive Office during the absence of the Senior Executive Office Manager.
Manage incoming calls for the Executive Office with professionalism and provide front desk coverage when necessary, ensuring excellent service for all inquiries.
Assist the Employee Events Committee in coordinating engaging events, managing logistics, and ensuring the Executive Management Team’s participation.
Other duties assigned
Knowledge, Skills, and Abilities:
Passion for parks, the outdoors, and public service.
Strong organizational, verbal, and written communication skills.
Excellent customer service when engaging with VIPs, board members, and the public.
Proven discretion with confidential information and adaptability to shifting priorities.
Minimum 3 years of experience in event planning and vendor relations.
Minimum 3 years of administrative experience, C-suite preferred.
Advanced proficiency in Microsoft Office Suite (Word, Outlook, Excel, SharePoint).
Ability to juggle multiple tasks and solve complex problems effectively.
Comfortable collaborating with diverse individuals across backgrounds and roles.
Demonstrated commitment to diversity, equity, and inclusion (DEI).
Strong time management and adherence to deadlines.
Prior office environment experience preferred.
Experience with Zoom, Paperless Post, BoardEffect and additional software products a plus.
Health and Safety:
It is the goal of the Parks Conservancy to create and maintain a safe and healthy workplace. We work to mitigate hazards and risks that may cause harm to employees, consistent with state and federal laws. Employees play an active role in creating a safe and healthy workplace and are expected to comply with all applicable health and safety rules.
Physical Requirements and Work Environments:
Work is performed mostly in an office with some outdoor time.
Work is primarily performed sitting; regularly sits at a computer station and operates electronic equipment 6-8 hours per day
Occasionally lifts, carries, and positions objects weighing up to 30 pounds
Primary office is at Fort Mason, San Francisco with flexibility to some telework days arranged with the Executive Office Manager.
Pay Rate/Pay Grade/Benefits: $33/hourly (Grade 13). Comprehensive benefits package includes vacation/personal/sick days, free health plans (medical/dental/vision) for employee and company, 403(b) plan, Employee Assistance Program, employer-matched Commuter Program, Employee discounts, and more.
The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified. All employees may be required to perform duties outside of their normal responsibilities from time to time, as needed.
The Golden Gate National Parks Conservancy is an Equal Opportunity Employer. Recruitment, placement and promotions are conducted without regard to an individual’s race, color, religion, sex, national origin, age, physical handicap, veteran status or sexual orientation, or any other classification protected by Federal, State, and local laws & ordinances. We will consider qualified candidates with criminal history in a manner consistent with the requirements of the San Francisco Fair Chance Ordinance. All qualified applicants are encouraged to apply.
Title: Administrative Sales Assistant
Company: Ad Direct Inc
Location: Barberton, OH
