Administrative Assistant

at Award-Winning Non-Profit The Freedom to Choose Project

 

The Freedom to Choose Project (FTC) is seeking a talented administrative assistant. This is a full-time, entry-level (hourly) position, based in our Santa Barbara, CA office.

FTC’s mission is:

Transforming lives of individuals impacted by incarceration through compassionate experiential education.

We offer award-winning, educational programs to those affected by the criminal justice system both inside prisons and in the community. We educate people to improve their lives on all dimensions of the human experience: physical, mental, emotional and spiritual. 2024 marks our 20th anniversary.

Due to the success of our programs, our organization is growing! We’re looking for motivated self starters who are ready to roll up their sleeves and work together in building an organization that is as stellar as our prison education programs. Join us on the ground-floor of leading-edge prison education that transforms lives.

“Be the change you wish to see in the world.” – Gandhi

RESPONSIBILITIES

Office Assistance

• Maintains a neat, organized, efficient office environment.
• Responds to email and telephone requests in a timely way.
• Develops/maintains efficient filing systems (both paper & computer).
• Maintains inventory & supplies for all operations.
• Prepares mailings, writes and types letters as-needed.
• Scans and deposits donations received through mail or events.
• Collects, sorts and scans mail, directing to appropriate recipients.
• Sends donor thank you communications in a timely way.
• Other duties as needed.

Executive Assistance

• Provides a wide variety of skilled administrative and clerical support for chief executive, directors or other senior management staff. Responsibilities involve exposure to sensitive information and require considerable use of tact, diplomacy, discretion and judgment.
• Maintains data; generates and formats reports and other documents using a full range of computer software skills including spreadsheets, word processing, desktop publishing, database management, presentation software, etc. May assume responsibility for special projects relating to department functions.
• Performs clerical duties including answering telephones, screening calls, taking messages and acting as receptionist; sets up and maintains files of information; uses computer skills to enter and maintain data; prepare correspondence and develop other routine documents; may make appointments and travel arrangements, coordinate activities relative to department functions.

Program & Special Event Assistance

• Performs a variety of skilled administrative and clerical duties directly related to program management activities. These include maintaining databases, preparing routine correspondence, preparing event materials, scheduling events, and assisting and participating in program events.
• Works in concert with Program Coordinators, Director of Education, Operations Manager & prison/agency staff to assure that all logistics needed for each program are prepared and delivered to the program/event site and that processes are documented for scalability and replicability across all programs/prison sites. 
• Edits, formats, prints and completes presentation and workshop materials (in both English and Spanish versions), i.e. handouts, evaluations, certificates, etc.
• Maintains an inventory of and organized supplies: procuring, tracking, packing, and organizing physical supplies (including Team Captain manuals and food) for prison projects.
• Performs all administrative tasks needed for a successful prison workshop (submitting Event Packs, prepping sound equipment, overseeing the van, running errands, creating/maintaining the Team Captain Handbook, printing handouts, organizing folders, archiving documents, etc.)
• Attends workshops/events at prisons and in the community, as required.

Virtual Assistance

• Formats emails and newsletters.
• Other support with virtual assistance, as needed.

Skills/Qualifications

• Excellent administrative skills.
• High school diploma required; bachelor’s degree preferred.
• Must be detail-oriented & highly motivated and able to multi-task & juggle multiple projects, while setting priorities.
• Exceptional communication skills are a must, both verbal and written.
• Excellent ability to demonstrate emotional intelligence & work effectively with a diverse range of people, while exhibiting grace under pressure.
• Ability to inspire & work collaboratively, possess flexibility and a positive attitude.
• Excellent computer skills (Apple based), proficiency in: Microsoft Word, Excel, PowerPoint, GoogleDocs, Dropbox, Mailchimp, Wrike online project management, etc.
• Clearly aligned with the Freedom to Choose Project’s mission.
• Experience with criminal justice system, re-entry programs, and/or addiction recovery programs preferred.
• Experience working with non-profit administration a plus.
• Occasional travel required – must have personal vehicle and excellent driving record (mileage expenses at IRS rate will be reimbursed).
• Occasional lifting required – up to 25 pounds for setting up at conferences, workshops, or other events as needed.
• The Freedom to Choose Project is a drug-free workplace and candidates must successfully pass background/drug screen.
• Criminal background check and prison security clearance required.

BENEFITS

• Competitive Compensation
• Medical Insurance
• PTO and Paid Holidays
• The opportunity to create and enjoy the benefits of a healthy, positive and engaging work culture.
• The chance to be involved in reforming California’s criminal justice system.
• The opportunity to positively and significantly impact thousands of people’s lives: incarcerated people, their families and communities; FTC Alumni – formerly incarcerated people who have earned their freedom; plus, volunteers, donors, staff, and community members.

TO APPLY

To be considered, please send your resume and include a personalized cover letter that summarizes how your experience will meet the needs of this position. Email us with “Administrative Assistant – Full Time” in the subject line. Thank you for your interest in the life-transforming work that we do!

Email your documents to: [email protected]