Now Hiring Administrative/Executive Assistant

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JOB TITLE: Administrative/ Executive Assistant

REPORTS TO: Executive Director

STATUS: 25 hrs. per week

We are hiring an Administrative/ Executive Assistant to ensure that the foundation’s internal business operations are efficient and responsive. This critical role helps maximize the Foundation’s productivity. The person filling this position will understand the value and importance of effectively executing administrative tasks and support of the ED as an important means in helping the foundation achieve its charitable mission. The Administrative/ Executive Assistant is tasked with developing a thoughtful and organized administrative services culture and customer service mindset within the foundation so that the organization’s Board and Staff can proactively and enthusiastically achieve their goals and provide optimal service to our constituents.

ESSENTIAL TASKS AND RESPONSIBILITIES

Administrative/Clerical

o Maintain the accuracy and completeness of the Community Foundation databases, including Constant Contact and Foundant.

o Manage agency mail.

o Prepare and complete bank deposits.

o Record and distribute meeting minutes and action items for staff meetings.

o Ensure donor acknowledgments are sent to the appropriate recipients.

o Maintain accurate and current administrative files for the agency.

o Handle planning and logistics for meetings, trainings, and events.

o Monitor and order supplies for organizational needs and events.

o Manage event expense files and process organization invoices and expense reports, maintaining organized digital records.

o Coordinate with consultants responsible for the foundation’s software systems, hardware systems, web services, and other technology-related assets.

o Oversee data retention and storage management, both digital and physical.

o Collaborate as a team member to ensure effective and efficient foundation operations.

o Perform other duties as assigned by the Executive Director.

NPCF Board liaison:

o Prepare and distribute prior meeting minutes, agendas, and relevant documents in advance of Board and committee meetings.

o Attend meetings to take notes and track action items for follow-up.

o Maintain and update required digital forms for Board and committee members.

o Facilitate special projects as needed, ensuring a well-organized process and timely preparation of materials for Board committees.

QUALIFICATIONS

· Strong positive customer service focus

· Advanced office software skills (MS Word, Excel, Power Point, Dropbox) and adaptable to learning fundraising databases.

· Exceptional attention to detail and organizational skills.

· Must possess the ability to work independently. Training may be through online tutorials and written materials regarding specific procedures.

· Embraces and supports a positive office culture.

· Takes pride in providing outstanding care and service exhibiting skill in working effectively with people. from a broad range of backgrounds, particularly with volunteers, major donors, and the not-for-profit community; and to be comfortable working with groups.

· Excellent verbal and written communication skills.

· Demonstrates professionalism, diplomacy, and sound judgment while respecting confidentiality and sensitive data.

· Ability to handle multiple assignments and tasks simultaneously.

· Proven ability to meet deadlines and work purposefully toward organizational goals.

· Problem-solving mindset with adaptability, a sense of humor, and the ability to handle potentially stressful situations effectively.

· Understands and believes in NPCF’s mission.

Please send resumes to Jim LaGraffe at jlagraffe@npcf.org.