Position Summary:
Responsible for providing administrative support for Gatherings of Hope (GOH) programs. Part-time (20 hours/week), hourly/non-exempt position which reports to the Senior Program Officer for GOH, Community Initiatives, with a dotted line to the Executive Assistant/Foundations Office Administrator.

Duties and Responsibilities:

General Administrative Support for the Gatherings of Hope programs

• Set up conference calls and meetings; coordinate meeting arrangements as requested.
• Use presentation software to create and prepare diagrams and presentations for program meetings as requested.
• prepare expense reports.
• Draft letters, meeting agendas and memos from rough notes or general instruction; compose original correspondence as appropriate.
• Type correspondence, reports, and internal memos; file and send faxes.
• Attend meetings to record minutes and notes as requested.
• Organize travel arrangements, out of town meetings, and create trip itineraries.
• Thoroughly screen and manage incoming telephone calls for the Community Initiatives staff, taking initiative to handle inquiries from inception to completion without direct supervision; provide information when appropriate or direct inquiries to the proper channel.
• Support program staff in planning the logistics for trainings.
• Support staff in hosting regular grantee meetings.
• Carry out data entry and contact management tasks in Salesforce, Outlook and Office 365.
• Support program staff with events and meetings.
• Assist with other program-related tasks as requested.

General Support for all Foundations

• Work under the direction of the Foundations Executive Assistant/Office Administrator to support building and office related functions as follows:
• Coordinate office, kitchen and supply ordering with the other Community Initiatives Administrative Assistant and the Foundations Assistant.
• Coordinate the scheduling of Founder’s Building conference rooms with other assistants.
• Provide scheduled lunchtime phone support for the Foundations Department.
• Serve as a back-up for the Foundations Assistant as requested.
• Participate in building and office maintenance tasks as requested.
• Ensure adequate support coverage during vacations and absence of other support staff.
• Work with the Executive Assistant/Foundations Office Administrator to ensure coordination of all support activities with other Foundation staff, including vacation and time off requests.

Requirements/Qualifications:

• Associate’s degree and a minimum of four years administrative/secretarial experience in a professional environment required.
• Previous experience in not-for-profit setting and/or community affairs desirable.
• Proficiency in Microsoft Word, Excel, PowerPoint, Outlook, and Internet with a focus on demonstrated creativity and experience in presentation preparation.
• Basic knowledge of budgets and bookkeeping skills.
• Excellent verbal and written communications, English grammar, spelling, punctuation and composition skills.
• Excellent organizational skills with ability to initiate, prioritize, follow through on projects, and work independently.
• Exceptional attention to detail and strong ability to anticipate the needs of senior staff.
• Demonstrated ability to interface effectively with all levels of management in a highly professional manner; the highest level of confidentiality must be exercised at all times.
• Ability to be flexible in working additional hours if requested, in addition to the normal work week schedule.