Executive Assistant

Position Overview: This position will be the initial contact for the Community Foundation and, as such, requires strong customer service skills. The Executive Assistant will assist in preparing and/or maintaining the Foundation’s database, community engagement and donor education materials, and office correspondence. The position is also responsible for office management support as required, including various administrative support functions using Microsoft Word, Excel, PowerPoint, Publisher, e-communications applications, Word Press, and the in-house database.
 
Summary of Responsibilities:

• Provides primary telephone coverage; greet visitors to the Community Foundation office.
• Maintains office calendar of all activities; assists with meeting preparation for all Board, committee, and other meetings.
• Assists with office duties including, but not limited to, Community Foundation mailings, donor report preparation, and document processing and filing.
• Assists with maintaining records in FIMS and other software formats, including database profile management, gift and grant reporting as needed.
• Prepare and print gift acknowledgment letters, grant award letters, and other correspondence as directed.
• Assists in preparation of donor education materials, donor reports, newsletters, annual report, impact stories, and other correspondence.
• Processes incoming and outgoing mail.
• Assists with preparation and set up for Community Foundation events, Nonprofit Resource Center programs, podcasts, and other initiatives as necessary and provides necessary support as directed.
• Assists with fund statement preparation, printing, collation, and mailing as well as document preparation for annual audit and 990 projects.
• Performs other related duties or special projects as assigned.

• Associate’s Degree required or equivalent work experience; Bachelor’s degree preferred. Proven track record of organizational work experience with evidence of success in managing multiple projects and systems and data entry/database experience.

• Commitment to providing high quality service to donors, colleagues, volunteers, and grantees.
• Strong interpersonal, verbal, and written communication skills.
• Excellent attention to detail, particularly document management and data entry.
• Strong computer skills; advanced knowledge of Microsoft Word, Excel, PowerPoint, and Outlook; proficient knowledge of other applications preferred, including but not limited to Publisher, Word Press, and Canva.
• Ability to be proactive and work independently.
• Experience with databases and data entry; ability to learn new applications with minimal supervision.
• Strong knowledge of office procedures; ability to prioritize and manage a great variety of tasks and projects.
• Ability to work successfully as part of a team, as well as assume independent responsibilities with minimal supervision.
• Ability to interact comfortably with a wide variety of constituents and communicate appropriately and effectively in person, on the telephone, virtually, and in writing.
• Ability to coordinate several projects simultaneously within a given time frame.
• Ability to be a self-starter and understand that flexibility is key.