Administrative Assistant

ABOUT HORIZONS FOUNDATION

Horizons Foundation has been dedicated to serving, funding, and helping lead the LGBTQ community for 46 years. Established in 1980 as a San Francisco–based community foundation, Horizons’ mission statement reads: "As the world’s first community foundation of, by and for LGBTQ people, Horizons invests in LGBTQ nonprofits, strengthens a culture of LGBTQ giving, and builds a permanent endowment to secure our community’s future for generations to come".

Horizons is a national leader in advancing LGBTQ philanthropy and is consistently recognized as one of the LGBTQ movement’s “Top 10” funders. The foundation prioritizes grantmaking to frequently marginalized members of the LGBTQ community, including LGBTQ communities of color, transgender people, LGBTQ refugees and immigrants, LGBTQ youth and elders, and those with the least access to vital services and equal justice. Additionally, the foundation maintains a deep commitment to smaller, grassroots nonprofits and has a long record of awarding early funding to promising organizations.

POSITION OVERVIEW

The Administrative Assistant plays an important cross-functional role in supporting Horizons Foundation’s day-to-day operations. Reporting to the Chief Financial Officer, this position provides front office and administrative support, executive and Board assistance, and Development support, including gift processing and donor acknowledgments. The role requires sound judgment, strong organization, excellent customer service, discretion, and the ability to manage multiple priorities in a collaborative, mission-driven environment.

KEY RESPONSIBILITIES

(Percentages are estimates and may vary based on organizational needs.)

1. Reception and Office Management (30%)

• Serve as a welcoming first point of contact for visitors, callers, vendors, and community members; answer and route telephone calls and greet guests.
• Monitor and route Horizons’ general email accounts and other shared administrative inboxes.
• Receive, sort, and distribute incoming mail and coordinate outgoing mail and deliveries.
• Maintain office supplies, equipment, shared spaces, and basic office systems; coordinate service and repair needs as appropriate.
• Serve as a primary point of contact for office vendors and help coordinate building, facilities, and delivery-related matters.
• Record incoming checks and other payments and assist with preparation of bank deposits in accordance with established internal controls.
• Maintain organized administrative files and records, both electronic and paper, in accordance with Horizons’ document-management practices.
• Support staff meetings, office events, and other internal gatherings with scheduling, room setup, supplies, and logistics as needed.

1. Executive and Board Support (30%)

• Provide administrative support to the CEO, including calendar coordination, scheduling, meeting logistics, correspondence, and special projects as assigned.
• Draft, proofread, format, and distribute routine correspondence, meeting materials, and other documents with a high degree of accuracy and professionalism.
• Coordinate logistics and prepare materials for meetings of the Board of Directors and Board committees, including orientations for new Board members and other governance-related meetings as needed.
• Attend Board of Directors meetings and prepare clear, accurate meeting minutes (approximately six meetings per year).
• Maintain organized Board and governance records and support timely distribution and filing of approved materials.
• Communicate professionally with donors, volunteers, nonprofit partners, Board members, and other external stakeholders by email, telephone, and mail as needed.

1. Development and Donor Support (30%)

• Enter gifts and donor information into the foundation’s database accurately and on a timely basis.
• Prepare and distribute donor acknowledgment letters and other routine donor correspondence in accordance with established procedures and timelines.
• Review gift records and acknowledgment data for completeness and accuracy and help resolve routine discrepancies.
• Assist the Development team with mailings, event preparation, data entry, list preparation, and other administrative projects as needed.
• Coordinate with Finance and Development staff to ensure gift information and supporting documentation are complete and appropriately recorded in various CRMs.

1. Other Organizational Support (10%)

• Provide administrative and logistical support for Foundation events, meetings, staff gatherings, and other organizational activities.
• Assist with event preparation, including materials, supplies, registration, setup, and day-of logistics as needed.
• Provide general administrative support to staff during periods of increased workload or special organizational needs.
• Perform other duties and responsibilities as assigned.

QUALIFICATIONS

• Demonstrated commitment to the mission, values, and aspirations of Horizons Foundation, including a commitment to LGBTQ rights, social justice, and equity.
• At least two years of relevant administrative, office, executive support, development, nonprofit, or customer-service experience; equivalent combinations of education and experience will be considered.
• Excellent organizational and time-management skills, with the ability to manage multiple priorities, meet deadlines, and follow through on details.
• Strong attention to detail and a demonstrated commitment to accuracy, documentation, and consistent processes, particularly when working with financial or donor information.
• Excellent written and verbal communication skills, including professional email and telephone communication and careful proofreading.
• Strong interpersonal and customer-service skills, with the ability to interact warmly and professionally with a wide range of colleagues, donors, Board members, nonprofit partners, vendors, and community members.
• Demonstrated discretion and sound judgment when handling confidential or sensitive information.
• Ability to work independently, take initiative, identify routine issues, and ask appropriate questions while also collaborating effectively across Development, Programs, Finance, and executive leadership.
• Proficiency with Microsoft Office and comfort learning databases, CRM systems, shared-drive platforms, and other office technology. Experience with Salesforce or another donor database is a plus.
• Ability to maintain reliable attendance and work effectively in an in-person office environment three days per week.

COMPENSATION, HOURS, AND OFFICE

• Status: Part-time, 32 hours per week, non-exempt, with the potential to increase to full-time based on organizational needs.
• Hourly Range: $32.00-$36.00 per hour, commensurate with qualifications and experience.
• Benefits: Horizons offers a generous benefits package that includes full health, vision, and dental coverage; vacation and sick leave; up to an 8% employer contribution to a 403(b) retirement plan; and the pride of working at a critical community institution.
• Schedule: This position works remotely on Mondays and in the downtown San Francisco office on Tuesday, Wednesday, and Thursday.

EQUAL OPPORTUNITY

Horizons Foundation is an equal opportunity employer that supports and upholds diversity in our staffing and values. We actively seek and welcome applications from people who identify as people of color; women; transgender, gender-nonconforming, and non-binary people; LGBTQ people; and people living with disabilities.

TO APPLY

To be considered for this position, please submit your cover letter and resume, preferably as a single document, to [email protected]. Please use “Administrative Assistant” as the subject line of your email.

Applications will be accepted on a rolling basis.

Thank you for your interest in Horizons Foundation and your support for the LGBTQ community.