The Children’s Dream Fund Administrative Assistant oversees all administrative duties, including those associated with dream fulfillment, for the Children’s Dream Fund. To provide outstanding organizational support and represent the Children’s Dream Fund as the point of contact for the public, maintaining friendliness and professionalism, while undertaking administrative responsibilities. Provide assistance to all staff.

Administrative Duties:

•  Manage phone system. Answer all incoming phone calls and takes messages for staff
• Maintain all office files and prepare files for annual financial audit
• Pick up and distribute mail daily. Drop mail at the end of the day
• Assist Dream Department with tasks outlined below
• Run various errands as needed
• Track and order office supplies including but not limited to marketing materials, brochures, letterhead, other printed materials, stamps, balloons, helium, t-shirts, caps and plaques
• Handle planning for board meetings which requires scheduling, sending meeting notices typing and mailing agendas/reports, maintaining list of attendees, arranging catering and room set up.
• Attend events, seminars, meetings as directed by the Executive Director
• Provide limited supervision to others through motivation, direction, review and feedback of assigned tasks.
• Familiar with all office machines, including copier and postage meter. Assist staff; train new employees as needed.
• Participate in proactive team efforts to achieve departmental and company goals.
• Provide leadership to others through example and sharing of knowledge/skill.
• Miscellaneous administrative tasks as directed by the Executive Director and Director of Programs and Operations
• Point person for IT
• Manage Children’s Dream Fund intern program

Dream Assistance:

• Create quarterly dream reports
• Communicate with families before, during and after their Dream
• Create dream itineraries, spending requests and send dream related forms
• Assist with dream deliveries by ordering cakes and setting up Dream Delivery room
• Track and order/purchase items related to dreams
• Track monthly credit card expenditures
• Manage Dream granted mailings
• Open and close all dream files
• Miscellaneous tasks directed by the Director of Programs and Operations

Qualification/Requirements:

• Exhibits qualities that align with the Dream Team Golden Rules outlined below
• Excellent written and verbal communication, customer service and time management skills
• Ability to read, analyze and interpret documents. Ability to write routine reports and correspondence. Ability to respond to common inquiries or complaints from clients or members of the community. Ability to effectively present information in one-on-one and small group situations to clients and other employees of the organization
• Proficient personal computer skills including electronic mail, recordkeeping, routine database activity, word processing, spreadsheet, graphics, photo editing. Excel, Adobe Suites, eTapestry ACT. (Will provide training for eTapestry and ACT)
• Ability to handle multiple tasks simultaneously
• Ability prioritize, organize and delegate assignments

Education/Training/Experience:

• Bachelor’s Degree (B.A.) from four-year college or university; or two years related experience and/or training or equivalent combination of education and experience
• Knowledge or experience in non-profit organizations a plus

Dream Team Golden Rules:
1. Lead every interaction with compassion and finish it with hope.
2. Remember our dream children are not here for us…WE are here for THEM.
3. Remind every child to dream BIG…they only get one once-in-lifetime dream.
4. Take the time to make it spectacular! Dreams are memories in the making and we are lucky to be a part of it!
5. When frustrated or feeling overwhelmed, dig deep and remember our dreamers face much bigger challenges and win. We can too!
6. Tap into your inner child and dream along with them.
7. Most importantly, be the SUNSHINE!