Office Assistant

Community Foundation Of The Fox River Valley

Job Location:

Aurora, CO - USA

Monthly Salary: Not Disclosed

Posted on: 21 hours ago

Vacancies: 1 Vacancy

Job Summary

Summary: Work with the Community Foundation President and CEO staff Board of Directors Advisors and other constituents to maintain a welcoming supportive and efficient environment amongst multiple offices. Currently the Community Foundation has offices in Aurora and Geneva.

Office Support

1. Manage the inventory of all Foundation supplies and reorder when needed for Foundation offices.

2. Receive and disseminate all Foundation mail including picking up mail from the post office or delivering mail as needed.

3. Manage Foundation calendar as it relates to staff meetings Board of Directors meetings committee meetings events holidays etc.;

4. Support Foundation staff in preparing for meetings and events including ordering food and refreshments confirming attendance scheduling etc.

5. Manage vendors and contractors to maintain professional and clean offices for constituents i.e. cleaning companies handyman services bug termination services shred box company and support President and CEO as needed in filing requests to housing management companies i.e. BEI and H&M Management companies.

6. Manage tech support for overall office operations filing requests for support when needed and following up with internet service providers and tech support companies to ensure that the office has the capacity to function.

7. Manage the organization of electronic files developing a system with the staff for current and future files and folders that is in line with best practice methods and safekeeping of records.

8. Manage the retention of the organizations records according to the record retention policy providing training to staff as needed and reminding staff of their responsibilities with the policy

9. Develop and maintain in collaboration with the staff an organizational processes and procedures handbook that entails all of the processes and procedures for the organizations operations including but not limited to office operations donor services scholarship and grantmaking programs and marketing and communications.

10. Support Foundation staff with data entry; including contacting software vendor for support as needed.

11. Organize and inform staff of requests from the community for volunteer opportunities.

Donor Services and Development Support

1. Receive phone calls and walk-ins from stakeholders and provide support or direct them to the appropriate staff.

2. Work with the Donor Services Coordinator to provide support for donations and grants including downloading information on gifts from third-party vendors scanning receipts and letters entering profiles preparing reports and lists for mailings etc.

3. Provide backup support for the Donor Services Coordinator when needed.

4. Support the President and CEO and development staff in coordinating meetings with donor prospects fund advisors and other stakeholders of the Foundation.

Program Support

1. Provide support to the various programs of the Foundation including Scholarship Grantmaking YEP and Marketing and Communications including but not limited to running reports and compiling data and creating reports from the Foundations database ordering supplies and materials and coordinating event logistics.

2. Provide oversight and support of the Administrative Assistant by assisting the staff person in prioritizing requests from various programs and development staff.

Board of Directors and President and CEO Support

1. Document meeting minutes from all Board of Directors Executive Committees Finance Committees and others as assigned by the President and CEO.

2. Arrange committee meetings with members and update calendars as requested by the President and CEO and other staff.

3. Coordinate meetings between the President and CEO and members of the Board of Directors.

4. Maintain updated profiles of all members of the Board of Directors and the Presidents Council.

5. Ensure that yearly paperwork is completed for all members of the Board of Directors committee members and program liaisons mentors etc. i.e. Confidentiality and Conflict of Interest Forms YEP Mentor Forms Scholarship Confidentiality forms etc.

6. Maintain attendance records of members of the Board of Directors at meetings and events of the Foundation.

7. Support the President and CEO in onboarding new members of the Board of Directors.

Requirements

Qualifications

1. High school diploma Associates Degree or Bachelors Degree preferred

2. Highly organized and creative extreme attention to detail

3. Outstanding communication and interpersonal skills

4. Proficient typing and computer skills; knowledge of software packages including Microsoft Office 365

5. Ability to manage multiple tasks simultaneously

6. Not-for-Profit experience a plus

Required Experience:

Junior IC

Summary: Work with the Community Foundation President and CEO staff Board of Directors Advisors and other constituents to maintain a welcoming supportive and efficient environment amongst multiple offices. Currently the Community Foundation has offices in Aurora and Geneva.Office Support1. Manage th...