Executive Assistant​/Office Administrator

Posted on January 07, 2020

The Executive Assistant/Office Administrator will become a key member of the small team steering a private, family foundation which supports organizations primarily in the Arts, Education, Food, and Youth Development. Duties include providing key administrative support to the Foundation’s Director, taking on any administrative or project-related tasks she assigns in order to protect and leverage the Director’s time.

The Executive Assistant/Office Administrator will also support the Grants Officer and other team members as needed. They will represent the organization at the office reception area and as the first line of contact. They will promote the organization’s effectiveness by ensuring an orderly, equipped, and functional office environment.

The position will report to the Grants Officer and provide support to the Foundation’s Director, Staff, and Board.

The Executive Assistant/Office Administrator role requires superior organizational and coordination skills, being adept at dealing with a variety of constituents and stakeholders, scheduling significant events from beginning to end, juggling multiple priorities and being a truly interactive professional who is solution-driven and anticipates needs. The Office Administrator’s primary areas of responsibility are outlined below.

Responsibilities

Executive Support to Director (50%)

• Strategically coordinate Director’s schedule based on her short- and long-term priorities, while also recognizing issues which require more immediate action.
• Maintain coordination with the Grants Officer and the Program Associate for day-to-day activities impacting the Foundation.
• Ensure the Director is appropriately prepared for all meetings.
• Assist with planning for and maintaining scheduled deadlines.
• Draft letters and correspondence as directed and track messages and follow ups as needed
• Assume responsibility for coordination of agendas and materials, follow up distribution of notes and tracking of follow-up activities.
• Arrange travel including booking transportation, arranging lodging and managing any additional logistics of trips.

General Office Administration (25%)

• Manage day-to-day office needs including answering phones, greeting visitors, sorting and opening mail, and other administrative tasks.
• Provide general administrative support including scanning, organizing, and inputting and maintaining web-based and paper files.
• Compile meeting agendas and materials, record meeting summaries.
• Run general and office errands, as needed.
• Coordinate the ordering of office and kitchen supplies.
• Manage Foundation’s IT needs.
• Maintain foundation’s internal database, calendars, and contacts.
• Conduct phone and internet research, as needed to assist with Foundation interests and priorities.
• Monitor inquiries to the Foundation’s general email inbox, field requests and craft responses.
• Communicate and coordinate with the Directors of the Foundation for meetings, special events, and site visits.
• Edit and proofread critical internal and external documents.
• Maintain the office condition and arrange necessary repairs.
• Provide other administrative assistance as needed.

Project Management & Event Planning (25%)

• Manage the logistics of special events hosted by the Foundation and the Director, ensuring that the vision for the event is fully executed.
• Create and manage all elements of the budget, including; venue, catering, audio visual, invitations and transportation/lodging as needed.
• Exercise sound judgment in order to successfully navigate unexpected situations.

Skills & Qualifications

• At least 3-4 years of Executive Assistant experience, with previous event planning and/or Public Relations experience a plus
• A clear, proactive, communicator who is comfortable working in a small team and is willing to ask questions
• Impeccable integrity, judgment, and discretion along with a professional demeanor and interpersonal style that elicits trust
• A self-starter who anticipates and actively seeks opportunities to problem solve and serve
• Strong organizational and time management skills
• Excellent written and oral…