CAP Administrative Associate

Richmond, California
Oct 07, 2020
Oct 28, 2020
Position Type
Full Time
Degree Level
Experience Level

Position Summary

CAP is seeking an Administrative Associate based in Richmond to support the organization and operations of the program. The Administrative Associate is a new position that will perform significant administrative duties to support the Executive Director, Operations Manager, and other members of CAP’s Leadership Team as part of the Program Operations Department. The Administrative Associate will bring a high level of organization, attention to detail, confidentiality, and communication skills.

Position Responsibilities

Executive Support (approximately 40%)

  • Prepare agendas, attend meetings, record minutes, and monitor action items and follow-up
  • Manage the Executive Director’s calendar by planning and scheduling meetings, conferences, videoconferences, and travel
  • Conduct research, draft correspondence, and track follow-through as appropriate for the Executive Director
  • Ensure the Executive Director is prepared for all internal and external meetings, collaborating across CAP and Making Waves Foundation Departments as needed
  • Support the Executive Director before and during events and external meetings
  • Maintain and organize the Executive Director’s electronic and paper files
  • Coordinate CAP Advisory Board meetings, assist in the development of the agenda and presentations, and manage all meeting logistics (e.g., technology, catering, room reservations, printouts, etc.)
  • Greet CAP Advisory Board members, external visitors, and guests of the Executive Director

Program Operations Support (approximately 40%)

  • Support the CAP Leadership Team and staff in the development, editing, formatting, and proofreading of reports, presentations, marketing collateral, letters, newsletters, and other communications
  • Maintain CAP’s file organization in SharePoint and staff calendar in Outlook
  • Assist the Operations Manager with staff recruitment and hiring while maintaining confidentiality
  • Assist the Data & Evaluation Associate with preparation of reports and other data-oriented projects
  • Track, prepare, and file expense reports and invoices on behalf of the CAP Leadership Team
  • Plan and coordinate travel (local and domestic) for CAP staff, including flights, ground transportation, and hotels

Organizational Support (approximately 20%)

  • Support the CAP Leadership Team with administrative tasks, strategic initiatives, and projects as needed
  • Support the coordination and planning of CAP events and programming as needed
  • Assist the Operations Coordinator with greeting visitors and answering the phones as needed
  • Attend/staff CAP, Making Waves Foundation, and Making Waves Academy events as assigned
  • Additional duties and responsibilities as needed



  • Bachelor’s degree and work authorization required
  • 1-3 years of related work experience
  • Exceptional attention to detail, organization, and proofreading skills
  • Demonstrated strengths in analytical thinking, initiative, and follow-through in a fast-paced work environment
  • High degree of professionalism and outstanding written and verbal communication skills
  • Ability to maintain confidentiality
  • Excellent computer and database skills, with Outlook, Word, Excel, and PowerPoint experience required
  • Demonstrated commitment to CAP’s mission to coach our students to graduate from college as quickly and with as little debt as possible while equipping them with the skills and experiences needed to be competitive contributors to the global workforce
  • Demonstrated proficiency and/or growth potential in key Making Waves Foundation Core Competencies: Culture Values; Organizing, Planning, & Executing; Building Relationships & Influencing Others; Reasoning & Strategic Thinking; Organizational Stewardship.
  • Awareness of and respect for cultural, ethnic, religious, economic, and gender diversity
  • Ability to work occasional evenings and weekends for CAP events, as needed
  • Occasional local travel required


  • Fluency in Spanish a plus
  • SharePoint, Salesforce, and Zoom experience strongly preferred
  • Experience with data collection, entry, and cleaning preferred
  • Driver’s license strongly preferred
  • Access to a car strongly preferred

Compensation & Benefits

Salary Range: $28 per hour


  • Significant COLA (Cost of Living Adjustment) stipend, in addition to a competitive base salary (subject to annual approval by Making Waves Foundation)
  • Group insurance plans with medical, dental, vision, group life insurance, and long-term disability plans (100% employer contribution for the employee)
  • Retirement plan, including a matching contribution
  • Flexible Spending Account (FSA) for medical/dependent care expenses
  • 24 vacation days, 10 sick days, and 2 personal days per fiscal year (for full-time employees)
  • 14 paid holidays per fiscal year
  • Free lunch four days per week when working in the office
  • Student loan repayment or house down payment assistance retention bonus after 3 years (subject to annual approval by Making Waves Foundation)
  • Retention bonus offerings
  • Training and professional development opportunities

How to Apply

Apply online through the Making Waves Foundation careers page: Submit your resume and cover letter as a single document in the online application. Please address your cover letter to Ms. Melissa Fries, Executive Director.

Application Deadline: October 28, 2020 or until filled

Anticipated Start Date:  ASAP

Making Waves is an Equal Opportunity Employer. We encourage applicants of diverse backgrounds to apply for positions in which they feel qualified. We are committed to embracing diversity and consider all applicants for all positions without regard to race, color, ethnic background, religion, sex, gender identity, sexual orientation, national origin, age, disability, or any other legally protected classification.

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