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Administrative Associate

Employer
ReThink Media
Location
Berkeley, California
Salary
$50,000-60,000 + benefits
Closing date
May 4, 2019

Organizational Description
ReThink is a unique, nonprofit organization that strengthens movements through building the collaborative media and communications capacity of state and national advocacy groups, increasing the voice share of their spokespeople, experts, and allies, and providing in-depth media, messaging, and opinion research to inform movement strategy. Working with our funding partners, we focus on long-term engagement with the groups we work with and the issues we take on – all driven by a belief that the stronger the groups are across an issue sector and the tighter their collaboration, the more likely they are to win real and lasting policy victories. At present, ReThink works in three distinct, yet interconnected, issue areas: the protection of human and civil rights, strengthening our democracy, and a more constructive U.S. foreign and national security policy.

The Administrative Associate
We are looking for a self-starting, detail oriented, independent team member with outstanding administrative, systems, planning, and project and data management skills.  The Administrative Associate will work directly under the supervision of the Deputy Director of Finance.  The position will play a critical administrative and systems support role in supporting ReThink’s three collaboratives and core team, assisting with membership billing and renewals, database management, grant reporting, staff and intern recruitment, onboarding and payroll, credit reporting, managing the staff's travel logistics and expenses, and general office maintenance.   ReThink Media is growing quickly with our headquarters in CA (Bay Area) and a second office in DC. We anticipate that our staff will grow to 20 in the coming year with an additional 4-5 interns/fellows each semester. Our teams work with three major issue networks of approximately 50-80 of the leading nonprofit organizations working in each. 


PRINCIPLE DUTIES:
Specific goals will be set quarterly, corresponding to the following duties:

  • Assist with ongoing financial, administrative, and human resource tasks such as credit reporting, travel planning, expense management, staff onboarding, and tech and systems training and support. 
  • Oversee the management of all of our membership systems including data entry, tracking, billing, and renewals.
  • Assist with the setup, maintenance, training, and administration of our member groups, and users in our Drupal website and Cision media database. This includes overseeing the accounts, activities, press lists, and trainings of our Cision users.
  • Assist with grants management including reporting and new proposals.  
  • Manage and assist all of our teams with the ongoing recruitment of staff, interns, and fellows including the posting of positions, assistance in vetting candidates, and, where needed, handling the logistics of setting up interviews, assisting with reference checks, etc.
  • Other responsibilities to be determined based on the needs of the organization and the skills and experience of the chosen applicant.
  • General office management, including ordering and restocking office supplies, working with staff to determine technology needs, coordinating with building/facilities managers, etc.
  • Work to execute and track contracts in coordination with the Director of Operations.
  • Assist with meeting preparation: scheduling, preparing materials, setting up tech (we use Zoom) for in-person and virtual meetings.
  • Manage travel logistics for staff as necessary.
  • Drafting protocols and training for staff, internal and external memos, and other correspondence as needed.

ESSENTIAL SKILLS AND QUALIFICATIONS:

  • Bachelor's degree preferred.
  • The ideal candidate will have 1-2 years of relevant experience at a nonprofit organization.
  • Experience assisting with a range of administrative and/or financial tasks including, credit reporting, invoicing, data entry, managing travel logistics and expense accounts, providing tech support, etc.
  • Experience in managing staff and/or intern recruitment.
  • Experience in database management and maintaining and managing CRMs and/or media databases such as Vocus, Cision, Meltwater, etc.
  • Experience in membership and/or grant management and reporting.
  • Proficient at Excel and a thorough knowledge of MS-Office Suite programs for Mac.
  • Excellent organizational skills.
  • Experience with Paylocity and Quickbooks, or similar financial and HR systems and databases a plus.
  • Experience managing and working with G Suite and Google Drive.
  • Strong organizational and project management skills and attention to detail; willingness to take initiative and try new approaches and propose new solutions
  • Excellent time management skills, with the ability to prioritize and multitask, and work under shifting deadlines in a fast-paced environment.
  • Strong communications and interpersonal skills and ability to interact and work effectively with all of the organization's key contacts (i.e., staff, interns, funders, vendors, member groups) (sense of humor a plus).

ADDITIONAL QUALIFICATIONS:
This is a full-time position based in our Berkeley, CA office. The position will require occasional travel to the DC office and to staff and planning meetings.


TO APPLY
This position is open until filled and candidates are applying on a rolling basis. Our number one priority is finding the ideal candidate, but we are moving quickly to fill this position, so we encourage you to apply as promptly as possible. All applications will be acknowledged, but please, no phone calls. To apply, please send a cover letter and your resume to Opportunities@rethinkmedia.org 
The salary range for this position is $50 - $60K and ReThink provides extensive benefits including health/dental care, vacation, 403B, sabbatical, parental leave, professional development, etc. Please send a cover letter and resume to Opportunities@rethinkmedia.org. Be sure to save both documents with your name in the title and include the words “Administrative Associate” in the subject line of your email.


DIVERSITY STATEMENT
ReThink is committed to a just and equitable society wherein all people are treated equally, opportunity is justly distributed, and all voices are heard. We affirm and seek diversity in gender, race, color, ethnicity & national origin, age, sex (including pregnancy, gender identity and sexual orientation), class, religion, ability, life experiences, and background as both a positive contribution to our organizational environment and a critical asset for informing and enabling our work. With this in mind, we are committed to maintaining a work environment that recognizes, understands, respects, and encourages the unique contributions of each member and we approach every hiring decision with a commitment to workplace diversity.
EQUAL OPPORTUNITY EMPLOYER
ReThink Media is an equal opportunity employer grounded in progressive political values. We embrace applicants of any race, religion, sex, national origin, ethnicity, age, political affiliation, sexual orientation, gender identity, color, marital status, medical condition (cancer-related) or conditions Acquired Immune Deficiency Syndrome (AIDS) and AIDS-related conditions (ARC). Reasonable accommodation will be made so that qualified disabled applicants may participate in the application process. Please advise in writing of special needs at the time of application.

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