Executive Assistant/Office Manager

POSITION ANNOUNCEMENT

 

Title:                  Executive Assistant/Office Manager

Area:                   Administration

Reports to:          Chief Financial and Administrative Officer

Status:                 Salaried, fulltime, exempt

Date:                   March 2020

 

THE FOUNDATION: 

The Coleman Foundation, Inc. is a private grant-making foundation established in 1951.  The Foundation supports organizations that work in three areas of focus:  entrepreneurship, cancer care and health rehabilitation services, developmental disability service organizations in the Chicago metropolitan area.  The current endowment is nearly $190 million and in 2019, the Foundation made 166 grant payments totaling $8.5 million. $60 million in grants were awarded in the last 10 years. To learn more about the Foundation, visit the website at www.ColemanFoundation.org.

 

POSITION PURPOSE: 

The Coleman Foundation seeks a highly motivated, resourceful self-starter to join its small staff to provide administrative, operational, and process support. This new position will provide support to the President, Chief Financial & Administrative Officer, Senior Program Officers, Grants Manager and Chairman of the Board of Directors.  Responsibilities include general administrative support, accounts payable/accounting support, technology support, social media work, and assistance with the preparation and communication of materials to the Foundation’s Board of Directors.

 

PRINICPAL RESPONSIBILITIES:

Events and Meeting Coordination (25% of the position)

  • Participate in the planning of Foundation events and meetings with other staff
  • Serve as lead coordinator for events and meetings, managing logistics and execution. Prepare meeting materials with staff, coordinate catering, set-up and clean-up of meeting space and food, draft correspondence, record RSVPs, record minutes when appropriate, set-up A/V when required. Serve as coordinator for the quarterly or other special Board meeting materials and presentations, both printed and electronic
  • Manage organizational-wide and individual calendars. Make appointments and coordinate schedules for internal and external meetings
  • Arrange travel for staff and board members, including flights, lodging, transportation, and expense reports

 

Administrative Support (25% of the position)

  • Promote a positive organizational culture, setting an example for others by modeling a collaborative, communicative working style
  • Identify best practices in nonprofit/foundation administrative and operational systems with an eye toward future needs
  • Provide administrative support for all Board communications, including posting information to the Board portal, answering Board member questions and providing requested information
  • Provide administrative support to the President
  • Provide staff support for the board nominations and onboarding process

Office Management

  • Staff the front desk including welcoming guests. Distribute mail. Serve as primary phone and reception contact for the office ensuring quality customer service among external contacts and staff
  • Manage the office’s supplies – maintain adequate amounts, ordering as needed and organize
  • Draft correspondence, mail merges, labels, photocopying, filing
  • Update and maintain vendor contracts and Foundation memberships
  • Serve as the main contact for the building management

 

Accounting and HR Support (25% of the position)

  • Execute the accounts payable function, including a weekly check run, that requires attention to detail, accuracy, supporting documentation and approvals utilizing QuickBooks
  • Maintain vendor files and required tax forms
  • Administer the matching gifts program
  • Assist with the annual audit
  • Assist with payroll– transit deductions/payments
  • Maintain attendance and leave/vacation calendar

 

Social Media Communications and Website (20% of the position)

  • Develop drafts of blog and other announcements for website and third parties
  • Maintain the Foundation’s website, including timely updates of grant-making announcements and procedures
  • Work with staff and/or consultant to develop a communications strategy. Take the lead on implementing social media strategy to increase online presence as appropriate with strong alignment to Foundation principles
  • Manage and oversee social media content and recommend appropriate social media marketing tools. Stay up to date with the latest social media best practices and technologies

 

Technology Support (5% of the position)

  • Research , recommend, and implement improvements to the technology systems, software systems, and filing systems
  • Manage the coordination of phone and internet services and vendors for the organization, ensuring the smooth integration of these technologies
  • Manage the outsourced IT support providers
  • Serve as a first line help desk support to colleagues to trouble shoot hardware and software issues and advance new technological efficiencies, sending advanced technical problems to the Foundation’s outsourced IT support
  • Manage hardware/software – purchase/schedule installation of new equipment or software; manage repairs and maintenance including server, laptops, photocopier, mail machine, printers
  • Provide/arrange technology training to colleagues, as needed

 

Other

  • Serve as a representative of the Foundation to grantees and external partners
  • Attend and actively participate in staff and board meetings and other educational programs when directed
  • Maintain confidentiality of information, materials, and issues
  • Conduct special projects and other duties assigned.

 

 

Work Environment

  • This position operates primarily in a professional office environment that is accessible. Some work at off-site locations may be required and those may not necessarily be fully accessible
  • This role routinely uses standard office equipment. While performing the duties of this job, the employee is regularly required to talk or hear and read a computer monitor. The employee must lift and/or move objects up to 25 pounds
  • This is a full-time position normally requiring attendance from 9am -5pm, Monday through Friday
  • This workplace is a smoke- and drug-free environment
  • Coleman Foundation is an Equal Opportunity Employer. Decisions and criteria governing the employment relationship with all employees are made in a non-discriminatory manner, without regard to race, ethnicity, creed, religion, color, sex, sexual orientation, gender identity or expression, age, national origin, citizenship status, military service and/or marital status, order of protection status, handicap, disability, or any other factor determined to be unlawful by federal, state, or local statutes.

 

Qualifications

  • Five years of previous administrative experience, nonprofit or philanthropy sectors preferred
  • Knowledge of how nonprofits work
  • Previous experience managing logistics and meetings
  • Previous experience working with a Board of Directors
  • Previous experience posting content on websites and using social media in a professional setting. Experience using WordPress helpful
  • Advanced Microsoft Office Suite skills (including Word, Excel and PowerPoint). Familiarity with Adobe Acrobat
  • Previous experience working with databases: data entry, running customized queries and producing customized reports
  • Previous QuickBooks experience a plus
  • Works well with a team and independently; has exemplary organizational skills with the ability to multi-task, respond to changing priorities and meet deadlines; has superior interpersonal skills, high self-awareness, and sound judgment. Ability to function and interact in a professional level capacity
  • Solid planning and organizational skills with high attention to detail, accuracy, protocol and deadlines.
  • Excellent writing ability that is clear and concise
  • Ability to take initiative and develop solutions quickly and effectively
  • Excellent communication, interpersonal, diplomacy, and customer service skills
  • The ability to interact with a wide and diverse population
  • High level of flexibility and responsiveness with the ability to shift priorities quickly and as organizational demands require. Ability to understand organizational culture and change.

 

Compensation

  • Salary is in the $60,000-$70,000 range, based on experience. Excellent employee benefit

 

Application Process

  • Interested applicants should email a cover letter, articulating how their skills and experience meet the responsibilities noted above, their salary range requirement, where they learned of the open position, and a resume to search@Colemanfoundation.org. Subject line should read: Your Name
  • No phone calls please

The Foundation seeks to fill this position as soon as possible.

 

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