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Open position: Administrative Assistant

Open position: Administrative Assistant

The Position:

Under the direction of the Chief Financial Officer, the Administrative Assistant will serve as the Foundation’s lead staff person in the following key areas:

  • Office administration
  • Administrative support for all Foundation staff
  • Executive support for the President/CEO

Responsibilities:

Office Administration

  • Serve as first contact for all Foundation phone calls and in-person visitors, ensuring highest level of customer service, warmth and accessibility
  • Ensure professional image of space, maintain office supplies and equipment, and process mail
  • Manage phone system and other office equipment – train new employees on proper use
  • Ensure electronic and paper files are maintained and current
  • Process all invoices for Accounts Payable

Administrative support for all Foundation staff

  • Coordinate meeting logistics and travel arrangements
  • Support staff with administrative planning needs around meetings and conferences
  • Support Grants and Administration Associate with grant management, to include data management and grant processing
  • Administrative support for JTG Fellowship and other Foundation initiatives and events
  • Creation of yearly Foundation calendar
  • Ad hoc projects as assigned

Executive support for President/CEO

  • Calendar and schedule support, monitoring emails and action items
  • Act as first-contact intermediary for external contacts
  • Draft routine and non-routine correspondence, review and edit presentations and reports
  • Coordinate meeting logistics and travel arrangements

Qualifications and Experience:

The successful candidate will be someone with a strong commitment to the success of the team.  They will also have exceptional social skills and a “get it done” attitude.  The successful candidate will be someone who has strong organizational skills, with consistent follow-through and the capacity for multi-tasking.  The Administrative Assistant accesses sensitive and confidential information and interacts with diverse professionals at all organizational levels and must have substantial past experience in a similar role requiring tact, discretion and confidentiality. 

Required Qualifications:

  • Bachelor’s Degree or equivalent experience;
  • Minimum of 5 years’ experience supporting senior executives and/or in operations and office administration;
  • Good judgment, instincts and excellent social skills;
  • Knowledge of office practices, processes and computer software programs including Word, Outlook, Excel, Access and Powerpoint;
  • Demonstrated planning, organizational, analytical and problem-solving skills;
  • Ability to use diplomacy and discretion when dealing with the public;
  • Strong written and oral communication skills;
  • Ability to work independently and as an effective team member;
  • Internal and external customer service orientation;
  • Ability to produce timely and accurate reports; and
  • Ability to work under tight deadlines.

Compensation:

Starting salary is competitive and commensurate with experience. A strong benefit package will be provided as well. 

How To Apply:

To apply, please submit all of the following: a cover letter, resume, and salary requirements to hr@jtgfoundation.org by October 12, 2018.

The John T. Gorman Foundation is an equal opportunity employer.

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