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Executive Administrator

Executive Administrator

Job Description

Job Title: Executive Administrator

Reports To: Executive Director

FLSA Status: Regular, Full-time; Non-exempt

Hourly  Wage: $22  - $27/hr,   DOE,  with  full  benefits

The Organization 

Sweetwater  Spectrum  was  founded  as  a  nonprofit  organization  to  provide  an  innovative  housing  model  for   the rapidly  growing  population  of  young  adults  on  the  autism  spectrum.  Our mission is  “to  provide  adults  with  autism  or  similar  intellectual  /  developmental  disabilities  innovative,  community-based,  long-term  housing  that  offers  individual  choice  and  challenges  each  individual  to  reach  his  or  her  highest  potential.”

Sweetwater  Spectrum’s  campus  is  located  in  the  city  of  Sonoma  and  opened  in  2013.  The  site  includes  four  4-bedroom  homes  for  16  residents,  a  large  community  room,  exercise  studio,  media room,  and  a  library.  In  2022,  Sweetwater  will  be  building  an  additional  residence  on  campus,  which  will  expand  capacity  to  20.

Position  Summary

Sweetwater  Spectrum is  seeking  an  energetic,  professional,  highly  organized  and  detail oriented  individual to  join  our  small  team.  This  person  will enjoy  having  a  range  of  

responsibilities,  take  ownership  of  specific  operational  functions  as  well  as  provide  support  for  the  Executive  Director and  Sweetwater  Spectrum’s  overall  mission,  strategy,  and  its  annual  goals  and  objectives.

Specific  Duties  and  Responsibilities: include,  but  are  not  limited  to:

General  Administrative/IT/Operations:

• Answer  phones,  greet  visitors,  process  mail

• Respond  to  phone  and  email  inquiries  and support  communication  with  interested  


• Organize  monthly  public  tours of  our  campus

• Create  and  maintain  orderly  office  files  and  records

• Maintain  inventory  and  purchase  office  and  farm supplies

• Interface  /  follow  up  with  outside  vendors  used  for  Communications,  IT  and  


• Assist  with  planning  and  set-ups  for  Enrichment  activities

Executive  Administrator  Job  Description  2022

Executive  Director  Support:

• Assist  with  preparation  of  agency  board  meeting packages

• Organize  and  coordinate  calendar  dates  and  communications  for  Board  Committee  

meetings  and  other  Zoom/In  Person  meetings

• Assist  with  preparation  of  e-newsletters,  and  updating  content  on  organization  

website  and associated  social  media

• Special  Projects  as  requested

Fund  Development:  

• Maintain  donor  database  and  all  donor-related  correspondence

• Maintain  donation/fund  development  files

• Support  grant  development  and  management

• Event  planning  and  execution  support


• Support  all  billing  and  bookkeeping  processes  including  data-entry,  billing  

preparation  and  financial  file  management

• Prepare  and  execute  annual lease  documents

• Coordinate  /  reconcile  donor  records  with  accounting  systems

• Produce  ad  hoc  reports and  presentations  as  requested

Qualifications  and  Personal  Characteristics:

• A  high  level  of  diplomacy,  professionalism,  sound  judgment  and  advanced  written  

and  verbal  communication  skills

• Administrative/Operations/Fund  Development experience,  ideally  in  a  similar  role  

for  a  nonprofit  organization

• General  computer  literacy  including  MS  Office  products:  


• Experience  or  ability  to  learn  QuickBooks,  Donor  Database software,  and  web  tools

• Ability  to  work  independently  and  as  part  of a  team

• Outstanding  time  management  and  organizational  skills  with  attention  to  details

• Strong  ability  to  manage  multiple  tasks  with  focus  and  professionalism

• Demonstrate  discretion  when  dealing  with  donors,  board  members  and  the  

Sweetwater  Spectrum  community  at  large

• Ability  to  utilize  independent,  creative  problem  solving  when  necessary

• Interest  in  working  with  autism and intellectual/developmentally  disabled  adults

• High  degree  of  energy,  self-motivation  and  integrity

• Sense  of  humor  and  flexibility

• Passion  and  desire  to  contribute  to  the  building  and  ongoing  development  of  

Sweetwater  Spectrum  as  a  healthy  learning  organization  committed  to  excellence

• College  degree  preferred

• Must  be  able  to  receive  clearance  through  a  fingerprint/background  check

• Must  be  COVID-19  vaccinated  and  boosted

To apply, please submit your cover letter and resume to:

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