Career Opportunities

About the Role

The Administrative Assistant is the first positive impression for the Community Foundation and works to ensure efficient operations throughout the organization. The Administrative Assistant provides outstanding customer service, administrative support, and general office management. The Administrative Assistant works collaboratively with other Foundation staff to support them as needed. Starting wage for this full-time, non-exempt position is $41,000/year.

This position reports to the Senior Executive Assistant

Primary Responsibilities

Reception

• Welcome guests to the Foundation’s office at the Historic Depot at Cherapa Place and provide exceptional customer service
• Direct phone calls to staff members and offers general phone support in responding to requests related to events, grants, and other community resources

Administrative

• Process all incoming/outgoing mail
• Maintain conference room calendar
• Provide ad-hoc administrative support such as scanning, printing and collating
• Maintain and update online giving resource, the Giving Depot
• Additional office support and tasks as needed
• Provide backup support for processing grant payments in absence of the Finance and Operations Associate

Office Management

• Oversee maintenance of office equipment and supplies and serve as primary point of contact for office maintenance issues
• Schedule office cleaning and coordinate with office cleaners, as necessary
• Arrange building and facility maintenance
• Kitchen housekeeping (exp: make coffee, unload/load dishwasher)
• Stock, order and maintain all office and kitchen supplies

Meeting Support

• Provide administrative and logistical support for Foundation meetings and manage catering
• Plan and coordinate staff social events, parties, morale events and holiday parties
• Manage and keep record of staff birthdays

Scholarship Support

• Recruit, organize and train Foundation volunteers to serve on scholarship selection panels
• Update and distribute scholarship applications to selection panels
• Notify scholarship award recipients
• Monitor and record student compliance with scholarship award requirements and market award recipients as applicable
• Respond to scholarship related inquiries

Technology Support

• Manage 8x8 telephone system and auto attendant voice mail and phone tree
• Oversee maintenance of office equipment including phone systems, computers/laptops, postage machine and copiers
• Serve as primary contact for office equipment maintenance and vendors
• Purchase/organize office equipment and supplies

Qualifications

• Warm personality that shines through phone, email and in-person communication
• Infectiously positive attitude
• Great interpersonal skills on phone and in-person
• Excellent written communication skills
• Gets energy from helping others
• Solicits and incorporates feedback to improve
• Enthusiastic with a passion for contributing to a positive culture
• Views problems as opportunities for innovation instead of roadblocks
• Enjoys continual learning and growth

You’ll Join a Team That

• Is passionate about making our community a better place.
• Works to evaluate community needs and opportunities, build engagement around important issues and connect donors with purpose to enhance the vibrancy of our community and improve the quality of life for all.
• Values each other and works collaboratively to help advance the mission of the organization.

To apply for the Administrative Assistant position, please email a letter of inquiry and your resume to Senior Executive Assistant Michelle Diehl.

About the Role

As a member of the Finance Team, this position will help support the operational activities of the Foundation. Ideal candidates will be organized and detail oriented, with a knack for providing great customer service. Starting wage for this full-time, non-exempt position is $45,000/year.

This position reports to the Chief Financial Officer.

Primary Responsibilities

• Assist in greeting Foundation guests, answering the phone, and responding to routine inquiries.
• Prepare daily bank deposits and route mail.
• Manage vendor/grant payments and organize supporting documentation.
• Support the Foundation’s Investment Management and Finance Committees.
• Assist in updating investment allocations and calculating investment returns.
• Administer fiscal sponsorship accounts and provide activity reports.
• Coordinate premium payments and annual review of the Foundation’s life insurance policies.
• Prepare account statements and reports.
• Assist with financial reporting and budget preparation.
• Prepare financial reports to support the tax return and financial statement audit.

Qualifications

• High attention to detail and accuracy in data processing
• Ability to extract data and synthesize into concise and digestible reports
• Strong willingness to learn and take on new projects

You’ll Join a Team That

• Is passionate about making our community a better place.
• Works to evaluate community needs and opportunities, build engagement around important issues and connect donors with purpose to enhance the vibrancy of our community and improve the quality of life for all.
• Values each other and works collaboratively to help advance the mission of the organization.

To apply for the Financial and Operations Associate position, please email a letter of inquiry and your resume to Chief Financial Officer Mike Finnegan.