Office Assistant

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 organization’s 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 organization’s 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 Foundation’s 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 President’s 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.

Qualifications

1. High school diploma, Associate's Degree or Bachelor’s 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