Executive Assistant​/Foundation

Overview

This position provides support to the Vice President of Advancement/Executive Director as well as to the Board of Directors as its Assistant Corporate Secretary in assisting and coordinating the Board with Committee Meeting preparations, agendas, meeting minutes, as well as supporting and coordinating some of the general office support such as office procedures, assisting with events and being involved in the hiring process of new employees, etc.

• Provide Support to the Vice President of Advancement/Executive Director:
  Schedule a variety of meetings with Board of Directors, faculty members, donors and staff (1:1 and regular weekly/bi-weekly meetings); communicate with staff regarding any new procedures or information to be disseminated from the Vice President of Advancement/Executive Director’s office; track local travel/expenses for monthly expense reports; make travel/hotel arrangements; keep the Vice President of Advancement/Executive Director abreast of office issues as necessary and appropriate;
  
  keep banking resolutions up to date with new signature cards as required when new or outgoing staff or board members take place; arrange Board/donor luncheons and others as necessary; assist with tracking and entering VP’s prospect meeting debriefs into the system.
• Assist/coordinate quarterly Board of Directors and committee meetings. Coordinate communications with the Board; provide all required set-up; provide meeting schedules and public notices; arrange for Board lunches/dinners; prepare working agendas for the Vice President of Advancement/Executive Director and Board Chair; type and distribute minutes; keep Director rosters/committees up to date; assist with communications and tracking of annual Board term renewals; coordinate new Director (board member) orientation session and put together notebooks;
  
  update materials and disseminate to all Directors of the board; coordinate meetings as they arise; schedule annual staff retreats as necessary; assist/proofread correspondence and print materials; keep calendars for The Keating Center Boardroom and maintain online Google Events/Mailings calendars for all staff; assist with events (greet/check-in guests, hand out programs, etc.); coordinate meetings/event setups in The Keating Center for staff as needed;
  
  coordinate building needs and necessary work requests; update staff lists for the office and emergency contact lists; schedule staff to attend various external luncheons; sit at the reception desk to greet guests; answer the Foundation reception phone and monitor the Foundation email; coordinate schedules with the President’s executive assistant; handle other miscellaneous matters as they arise.
• This position interacts with internal and external departments of the Foundation and College as well as the volunteer Board members, donors, and numerous other external key members of the community.

Coordinates HR transactions: new hire actions, terminations, leave of absences, records and files, timesheets, maintaining employee files, payroll sign-up, etc. Acts as liaison for Human Resources to resolve problems or questions associated with appointments and payroll matters. Coordinates recruitment/selection activities for vacancies. Communicate to management when there are issues/problems with employees. This position is privy to confidential information and responsible for ensuring the privacy and confidentiality of those files and/or verbal/printed information in their possession and control consistent with Federal and State laws, and College policy.

Onboarding: complete IT forms to onboard and terminate employees. Provide contact information to employees for questions/concerns regarding the department.

Manages purchasing functions, including purchasing cards. Stay informed on all new/current vendors; requesting W-9 and Certificate of Liability Insurance.

• A bachelor’s degree in an appropriate area of specialization and five years of appropriate experience. Additional college coursework may substitute at an equivalent rate for the required experience.
• Preference given to those with a minimum of a bachelor’s degree and at least ten years of experience as an Executive Assistant.
• Proficiency in Microsoft Office Suite – Word, Excel.
• Experience in nonprofit Board Management is strongly desired.
• Donor software programs, especially Raiser’s Edge, a plus.
• Superior organizational management and interpersonal skills.
• Demonstrated ability to direct multiple people and projects.
• Excellent written, grammatical, and oral communication skills.