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Executive Assistant-Foundation

This position is responsible to provide administrative and secretarial support to the Foundation President and other Foundation/Marketing/Volunteer department staff in accordance with the organization’s Mission and Core Values, utilizing Person-Centered Practices.      

Coordinate administrative and logistical needs of the Foundation
·      Manages complex office calendar and information flow
o  Schedules and coordinates meetings and conference calls for foundation and marketing staff
·      Handles meeting and special events logistics, including registration, room set-up, and materials
·      Composes correspondence, creates special reports, provides research and analysis, and develops visual materials for presentations
·      Arranges travel plans, agendas, and itineraries
·      Monitors and follows up to ensure office schedule and coverage is followed
·      Communicates as needed on behalf of the Foundation President with the CEO, community leaders, donors, Senior Leadership Team, and others
·      Responds to questions/concerns in the absence of Foundation President
·      Responds to walk-in visitors/telephone calls for foundation main line and event hotline
·      Oversees maintenance of office space and equipment and maintains supplies inventory
·      Tracks monthly and yearly expenses for the department and considers future needs of the Foundation providing recommendations on budget areas based on past trending and future initiatives
·      Prepares purchase requisitions and orders supplies and materials related to fundraising activities and events
·      Maintains a log of estates, creates routine correspondence, and follows up or informs Foundation staff of any follow up needed if there is a problem or discrepancy in an estate
·      Thanks donors with personal phone calls and coordinates the "thank you" process of personal notes or calls from Foundation board members thanking large donors
·      Assists with special events, including, but not limited to, confirmation of attendance, registration, set up and other site needs
·      Assists in the writing correspondence including thank you notes and follow up correspondence related to annual and planned giving campaigns as needed, may involve interviewing people supported and families
·      Completes data collection from daily obituary reviews
·      Completes gift entry daily and other data entry projects as needed
·      Maintains and monitors the foundation’s project management system running detailed analysis reports, giving status updates
·      Performs special project assignments as assigned

Support Foundation Board of Directors:
·      Records meeting minutes and maintains Board of Director records
·      Schedules meetings and prepares agendas
·      Follows up to ensure Board and Committee reports and action items are timely received
·      Compiles and distributes advance materials
·      Communicates requirements and coordinates needs of attendees

High School diploma or GED required. Associates Degree in secretarial science or a bachelor’s degree in English or Communications preferred. A minimum of five year’s proven executive secretarial/administrative experience, with a preference for some Board assistance experience required. Experience in fundraising field preferred.