The Associate, President’s Office, provides high-level, high-quality administrative support to the President and works closely with the Senior Associate to the President to ensure that the President’s Office runs effectively and efficiently. In this role, s/he performs a wide range of complex administrative duties in a fast-paced environment. The Associate must be able to anticipate, take initiative, and adapt to changing priorities, and must demonstrate the ability to be diplomatic, flexible, and discrete with confidential information.
ESSENTIAL RESPONSIBILITIES AND DUTIES:
Drafts correspondence for the President.
Develops and manages the President’s Office file management plan and protocols for archiving and data management and improves upon the plan and protocols as needed.
Organizes and coordinates complex meetings (e.g., Partnership for Safe and Peaceful Communities and Neighborhood Economic Development Strategy Group).
Serves as back-up to the Senior Associate in scheduling calls and appointments with external stakeholders and contacts.
Serves as secondary point of contact for incoming calls to the President’s Office.
In coordination with the Senior Associate, creates the administrative budget for the President’s Office.
Manages consultant and vendor contracts.
Oversees the Speakers Series, including development of a pipeline of possible speakers.
Serves as the primary content creator for President’s Office events and announcements on the Foundation’s intranet and back-up content creator for the President’s posts.
Manages grant approval activities for the President’s Office, including creating quarterly dashboards for the President, entering Letters of Inquiry addressed to the President, and creating PDFs of grant briefs for President-approved administrative grants in the grants management system.
Board of Director
Plans for, manages, and creates the quarterly Board book.
Distributes Board Book and Committee Books, including posting to the Directors’ website.
Maintains an updated contact list for the Board of Directors and former Directors.
Responsible for procurement of gifts for the Board on special occasions.
OTHER RESPONSIBILITIES AND DUTIES:
Understands and endorses the mission and values of the Foundation.
Participates in special projects and Foundation working groups.
Undertakes other duties and responsibilities as assigned.
KNOWLEDGE, SKILLS AND EXPERIENCE:
Bachelor’s degree or equivalent with at least six to eight years of experience in supporting high-level executives is required.
Must be able to execute complex projects with strong attention to detail and to manage multiple projects and tasks and meet deadlines.
Exceptional writing and editing skills are essential.
Strong organizational skills are essential.
Exceptionally strong proficiency in working in Microsoft Office (Word, Excel, PowerPoint, and Outlook), and a strong aptitude for learning new technology and programs is required.
Must be able to maintain knowledge on all organizational policies and procedures and stay informed and up-to-date on the activities and achievements of the Foundation.