Administrative Assistant

Description

Administrative Assistant 

Reporting to the Director of Operations (DOO), the Administrative Assistant performs a wide range of complex and confidential administrative and clerical functions and provides general office support through a variety of administrative activities and related tasks.  This position interacts routinely with Community Foundation stakeholders, greeting visitors to the office, answering and directing incoming phone calls and emails, scheduling meetings, documenting and maintaining meeting minutes, processing organizational mail, providing database support, and supporting the President & CEO as requested.  The Administrative Assistant must handle all communications and information with confidentiality and professionalism. 

Job Duties

The Administrative Assistant’s responsibilities are organization-wide in scope and include the following: 

• Participate fully in the foundation’s ongoing equity work. 
• Ensure “office” presence and responsiveness through tracking, triaging, and correspondence to email and phone inquiries as well as physical presence in the office. 
• Manage Master Calendar and coordinate the scheduling of, and provide logistical support for, meetings for Governing Board, committees, and staff. 
• Pickup, sort, and route organization mail on a weekly basis. 
• Coordinate and maintain inventory of office and health/safety supplies for the foundation. 
• Participate in the maintenance of Expression Engine website platform. 
• Participate in the approval of individuals and maintenance of contact information in the foundation’s database. 
• Coordinate annual distribution, signature, collection, and storage of relevant forms (e.g. disclosure and conflict of interest, updated contact info, etc.) from Governing Board, committee, and staff members. 
• Provide support to board and committee members, ensuring access to the Board Portal. 
• Provide support for Governing Board and committee meetings, to include maintaining templates, uploading files to the server, and posting all meeting materials to the Board Portal. 
• Provide support to the Advancement and Finance Teams to process year-end contributions and distributions. 
• Check President & CEO’s voicemail daily and send batched list of messages for return. 
• Perform other duties as assigned by the DOO or President & CEO. 
• Participate in the Council on Foundations’ National Standards accreditation process as requested. 

Skills Required

Desired Skills & Abilities

The successful candidate thrives as part of a team that values integrity, open and direct communication, vulnerability, and empathy.  They will bring an eagerness to learn, a strong attention to detail, a willingness to take ownership of tasks both big and small, and an ability to remain flexible and adapt to change.  They will be a team player, an active problem-solver, and open to new ideas.   

Additionally, this individual will understand and value racial equity as an organizational operating principle and be committed to continued learning on issues related to diversity, equity, and inclusion.  

The Administrative Assistant demonstrates excellent administrative and organizational skills, including oral and written communication, personal time management, and records management.  This individual anticipates and addresses executive needs and possesses exceptional discretion and judgment.  They are detail-oriented with advanced interpersonal skills, attention to detail, and the ability to meet deadlines with a high quality of work product.  They also have advanced competence in Microsoft Office (Word, Excel, PowerPoint, Outlook) and an aptitude for other technology-based platforms, and a working knowledge of standard office equipment.  

This position does require a physical presence at our Charlottesville office each week to pick up and process mail, coordinate office supplies, etc.  Fully remote applicants will not be considered for this position. 

Additional Info

Minimum Education and Work Experience

• At least three to five years of relevant professional experience. 
• Relevant formal training/certifications are helpful, but not required.

Compensation & Benefits

This is a full-time, salaried non-exempt position with a salary range of $40,000 to $55,000. The Community Foundation offers a robust employee benefits package, including flexible work hours and location, 100% of employee health insurance paid, the opportunity to participate in a 401(k) with up to 6% employer match, and 160 hours of personal time off in the first year of employment plus a minimum of nine paid holidays. This role includes opportunities for professional development and growth.   

The Community Foundation provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristics protected by federal, state, or local laws.  This applies to all terms and conditions of employment, including recruitment, hiring, placement, promotion, termination, layoff, leaves of absence, compensation, and professional training. 

About the Charlottesville Area Community Foundation

The Community Foundation was established in 1967 with a mission to improve the quality of life in Charlottesville and the surrounding counties of Albemarle, Buckingham, Fluvanna, Greene, Louisa, Nelson, and Orange. This region of more than 310,000 people includes a variety of rural and urban environments, and is home to a complex, and at times, deeply painful American history. The region’s changing demographics present opportunities for greater inclusion, and the Community Foundation is deeply committed being an equity-forward, community-centered organization that ensures our region is one where everyone can belong, contribute, and thrive. As a tax-exempt, nonprofit public charity, the Community Foundation works with local residents, nonprofits, and public and private organizations to facilitate philanthropy through several hundred donor funds and scholarships while awarding grants from its own discretionary resources.