Career Opportunities >> Executive Assistant to Senior Director of Philanthropy
Executive Assistant to Senior Director of Philanthropy
Summary
Title:Executive Assistant to Senior Director of Philanthropy
ID:2315
Location:Grand Rapids, MI
Job Type :Full-time
Company:RDV Corporation
Description
The Opportunity
The primary responsibility of the Executive Assistant is to provide executive level administrative support to the Senior Director of Philanthropy (SDP) and the Senior Program Officer (SPO). In addition, this position may oversee the Foundations Assistant and will lead the collaboration efforts of Philanthropy support staff and facility coordination to help ensure complete staffing coverage, efficient scheduling and communication, and effective scheduling of facilities.

Duties and Responsibilities

Administrative Support

  • Handle multiple priorities and deadlines with exemplary follow through.
  • Schedule meetings and proactively manage calendars (anticipate needs, watch for potential conflicts, and assist with managing time), keep daily schedule on track, and prioritize requests.
  • Work closely and effectively with the SDP and SPO to keep each, appropriately  informed and coordinated, about upcoming commitments and responsibilities, providing follow-up as appropriate; acts as a “barometer,” having a sense for the issues taking place in the environment and keeping the SDP and SPO updated.
  • Manage incoming phone calls without direct supervision to provide appropriate information and assist with the organization and filing of incoming emails.
  • Maintain and update electronic contacts.
  • Develop correspondence, reports, and internal memos; file and scan documents, attend meetings to take notes and prepare minutes.
  • Oversee processing of expense reports.
  • Organize travel arrangements.
  • Schedule meetings for Family members with family assistants as requested.
  • Schedule and create Foundation review calendar; update changes as requested, coordinate details surrounding Foundation review meetings; work with family assistants.
  • Coordinate various department meetings, assist with developing the agenda, gathering pertinent information, and notifying presenters.
  • Organize and maintain files, items for approval/signature, and all incoming/outgoing mail.
  • Assist other Grants staff as a backup.
  • Assist with special projects as assigned.

Grants Process

  • Manage and update online applications, and assist organizations applying for funding.
  • Handle a variety of data entry functions in the grants management system (GMS) including requests, events, event attendance and other similar activities.
  • Assist Grants team to compile and prepare information for Foundation reviews, including write-ups, reports, financial summary information and all details necessary to prepare review Books.
  • Develop and maintain knowledge of the Grants process and GMS in order to provide assistance and back up.
  • Collaborate with team to update websites and social media accounts.

Office Administration

  • Develop and nurture an atmosphere of mutual support and teamwork.  Coordinate paid time off (PTO), lunch phone coverage, shared space scheduling, ordering, clean-up, etc. with the appropriate team members.
  • Watch conference room calendars for potential overscheduling.
  • Work with other team members to maintain general appearance of Founder’s Building office and conference room spaces and coordinate with Property Management team to report repair and maintenance issues. 
  • Work with appropriate team members to ensure office and kitchen supplies remain stocked.
  • Complete New Employee Onboarding process, technology requests, and office moves; checking with Executive Leadership to confirm details.
  • Maintain and update inventory of non-IT technology items for the Foundations Department.
  • Develop and maintain a calendar of events for all Foundation related activities and events including; SpringGR, Amplify GR, Gatherings of Hope, EdNet, etc.   
  • Serve as an administrative back-up for the Foundations team as needed.

Elements of Success

  • Minimum of 7 years work experience in a professional environment required with at least 3 years of Administrative or Executive Assistant experience.
  • College degree or completion of a professional executive assistant training program.
  • Lead with a servant heart.  Demonstrate willingness and positive attitude consistent with top level customer service.
  • Demonstrate professionalism and courtesy in all situations.
  • Experience supervising others and coordinating a team.
  • Excellent verbal and written communications.
  • Presentation of personal demeanor, which is professional, credible, mature, courteous, and gracious.  Polished yet personal approach and style.
  • Excellent organization skills with ability to initiate, prioritize, follow through on projects, work independently, and be self-directed.
  • Works quickly and efficiently with calm demeanor.  Exudes confidence in ability to handle all situations and requests.  Uses discretion and sound judgement on when to handle items directly and what items require executive guidance.  Consideration and poise to interrupt meetings and working sessions to prioritize executive demands.
  • Anticipates needs of executives and the Foundations department.
  • Comfort with technology; proficiency in Microsoft Word, Excel, PowerPoint, Outlook, Zoom, and Internet research.
  • Ability to interface effectively with all levels of management, clients, vendors and co-workers in a highly professional manner, the highest level of confidentiality must be exercised at all times. 

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