Provides general office oversight and administrative support to all Foundation departments. Inputs data, generates Foundation reports, proofreads, and edits high level documents, and maintains office & meeting room calendars. Assists with Foundation event planning including venue, invitations, guest list, and other details, as necessary. Receives and screens visitors and calls – always providing a great first impression! Maintains office supplies, equipment, files, and kitchen items. Relies on experience and judgement to plan and accomplish goals.
- Works at the front desk and is responsible for receiving and screening visitors, notifying appropriate staff of arrivals, directing and accompanying visitors to appropriate areas, providing general assistance and hospitality.
- Answers and screens telephone calls, relays call to individuals or voice mail. Responds to general inquiries concerning Foundation operations. Refers callers to community agencies or services as appropriate.
- Serves as host/hostess for all office gatherings. Manages all catering, meeting arrangements, refreshments, etc. in partnership with the Executive Assistant.
- Serves as point person and administrative support to all GHACF departments. May distribute meeting materials, create meeting calendar invites, etc. Handles mailings, report generation from donor base and mail merge projects.
- Provides support for all Foundation events, taking the lead on many aspects including arranging venue, guest list, invitations etc.
- Opens, sorts, and distributes mail and deliveries. Ensures that mail is delivered to post office, as needed.
- Maintains office supply inventories and ordering through approved vendors. Maintains food and drink items for office use. Ensures that all common areas of the office are well organized, clean, and orderly.
- Maintains all office equipment to include, but not limited to, photocopiers/scanner, fax machine and postage meter.
- Maintains office and meeting room calendars and keeps track of staff vacations. Serves as the point person for scheduling outside meetings taking place in our office.
Board of Trustees
- May serve as backup for Board of Trustee communications, meeting packets, invites and mailings.
Data and Technology
- Responsible for data entry, with high attention to detail, of all gifts to the Foundation including bank deposits and gift donation letters.
- Serves as lead on database maintenance and digital file management (i.e. Sharepoint, Raisers Edge, Office 365).
- Assists Finance Department with accounts payable processing including entering invoices and mailing out processed checks in a timely manner.
- Reconciles monthly credit card statements with receipts collected from card holder and processes quarterly employee expense reports.
- May assist in the creation of documents using Adobe Acrobat.
Other duties as assigned.
Knowledge, Skills and Abilities Required:
- At a minimum, completion of an associate degree in office or business administration. Bachelor’s degree preferred. Coursework in business communications a plus.
- Ability to develop rough drafts, compose original and/or edit correspondence, including tables and forms, to ensure accurate punctuation, spelling, and grammar.
- Comprehensive knowledge of office procedures and filing and recordkeeping systems.
- Three to five years of related work experience resulting in advanced knowledge of operations and administration of office support functions to address administrative details; plan and prioritize work; coordinate schedules and meeting arrangements.
- Familiarity with charitable foundation policies, procedures, and structure in order to conduct assigned programs and projects preferred. Previous experience working with a Board or as an Executive Assistant a plus.
- Knowledge and high level of skill in utilizing Microsoft Office suite, Adobe Acrobat, CRM database (Blackbaud preferred), Asana project management a plus; ability to operate a wide variety of office equipment. Software testing may be required during interview process.
- High level interpersonal skills necessary to work cooperatively with others and interact effectively and courteously with a diverse group of callers and visitors and be socially perceptive in contacts with influential individuals.
- Analytical abilities necessary to proof and edit materials, calculate, and balance totals, maintain records and files, and organize and prioritize work assigned.
- Exercises a high level of thoughtful and insightful judgment within areas of accountability.
- Ability to handle confidential information in a professional manner.
- Ability to prioritize and effectively manage time with many projects active at once.
- Professional image, positive, upbeat, and enthusiastic with willingness to help in a team environment.
- Takes initiative to continue professional development.
Work Hours: Monday through Friday 8:30 a.m. to 5:00 p.m. with a one-hour lunch. (37.5 hours per week).
Pay Rate: Competitive and commensurate with education and experience. The Foundation has a comprehensive benefit package and a 403b Retirement plan.
Please include a cover letter. No phone calls or emails please.