Administrative Assistant: Operations

As a Junior Administrative Assistant for Philanthropy, you will play a pivotal role in the smooth running of our philanthropic initiatives. This position offers a dynamic and exciting opportunity for a motivated, organized, and dedicated individual who is passionate about making a difference. You'll be the backbone of our team, providing administrative support to our philanthropic consultants, and helping to drive our mission of making a significant impact in the world.

The ideal Administrative Assistant has 1+ years of experience in an office setting. The Administrative Assistant also ideally has either experience or a passion for nonprofit, philanthropy or grantmaking! The ideal Administrative Assistant has experience and/or passion for vendor operations and maintenance-handling all the administrative tasks related to building maintenance, ordering supplies, scheduling meetings, event coordination, answering calls and greeting visitors. The top three aspects of this role that are key are:
1. Monitor and maintain preventive maintenance (facility, systems and furnishings) schedule, which includes coordinating and supervising vendor services, inspections and installations.
2. Monitor day-to-day operations (safety, security and cleanliness) of the facility, assess for repairs, perform routine tasks or make referrals as needed.
3. Conference room reservations responsibility

This opportunity starts off on a temp to hire basis receiving AMAZING benefits as a contractor (75% paid for employee, 25% for dependents). as well as 401K and sick time! This is a fully onsite position, working 36 hours/week, Tuesday-Friday!

Responsibilities:

1. Serve as the first point of contact for our philanthropic department, greeting visitors, answering calls, and handling inquiries in a professional and courteous manner.

2. Manage the department's calendar, scheduling meetings, and ensuring that all appointments and deadlines are met.

3. Order and maintain office supplies, ensuring that our team has everything they need to work effectively.

4. Assist with the preparation and submission of grant applications, utilizing your knowledge and experience in grantmaking.

5. Provide support in the management of our philanthropic initiatives, which may include liaising with nonprofit organizations, coordinating events, and conducting research.

6. Prepare and present reports on our philanthropic activities, demonstrating our impact and helping to drive our strategy.

7. Assist with mail, including receiving, sorting, and distributing correspondence, as well as preparing outgoing mail.

Qualifications:

1. A minimum of 1 year of experience in an administrative role, preferably within a nonprofit or philanthropic setting.

2. Proven experience with grantmaking, including preparing and submitting grant applications.

3. Excellent written and oral communication skills, with the ability to interact professionally with a diverse range of individuals.

4. Strong organizational skills, with a keen eye for detail and the ability to manage multiple tasks simultaneously.

5. Proficiency in scheduling and calendar management, with experience in coordinating meetings and managing deadlines.

6. Experience with ordering and managing office supplies.

7. A passion for philanthropy and a commitment to making a difference.

8. Proficiency in standard office software, including word processing, spreadsheets, and email.

9. Grant experience is preferred, but not required.

If you're a proactive, detail-oriented individual with a knack for organization and a passion for philanthropy, we'd love to hear from you. This position offers a unique opportunity to contribute to meaningful initiatives and make a significant impact. We look forward to welcoming you to our team!