Job description
Hybrid role in the state of FL
Foundation Administrative Specialist
Position Highlights:
This position provides direct administrative support to the Associate Vice President of Development Operations and the Associate Vice President of Individual Philanthropy Programs, and department team members, including coordinating and conducting all administrative tasks and duties as needed to support the Foundation's mission.
This position performs a variety of complex tasks requiring proficiency in database (Raiser's Edge) management, strong writing skills for assistance with presentations and proposals, and, strong budget/spreadsheet skills, typing skills, strong organizational skills, a high degree of competence, judgment, discretion, as well as the independence of action. This position is part of the team who answers the main Foundation phone line and related responsibilities. This position coordinates meetings, schedules, and activities related to Foundation initiatives. Provides a variety of other administrative support as needed.
In addition to providing direct support to the Associate Vice President of Development Operations and the Associate Vice President of Individual Philanthropy Programs, this position also supports the onboarding process for all new Foundation staff, including preparation of office space, requesting/establishing IT resources, scheduling introductory meetings with Foundation teams.
This position performs a variety of complex tasks requiring proficiency in database (Raiser's Edge) management, strong writing skills for assistance with presentations and proposals, and, strong budget/spreadsheet skills, typing skills, strong organizational skills, a high degree of competence, judgment, discretion, as well as the independence of action. This position is part of the team who answers the main Foundation phone line and related responsibilities. This position coordinates meetings, schedules, and activities related to Foundation initiatives. Provides a variety of other administrative support as needed.
In addition to providing direct support to the Associate Vice President of Development Operations and the Associate Vice President of Individual Philanthropy Programs, this position also supports the onboarding process for all new Foundation staff, including preparation of office space, requesting/establishing IT resources, scheduling introductory meetings with Foundation teams.
Select Responsibilities:
- Supports the fundraising activities of the Associate Vice President and employees as assigned to include preparing letters, reports, documents, and presentations.
- Calendar management: Maintains calendars, scheduling, meetings, conferences, and special events. developing itineraries and handling all necessary meeting arrangements.
- Department administrate support: phone coverage, maintenance of office files, purchasing.
Credentials and Qualifications:
- Associate degree within the relevant field.
- Minimum of five (5) years experience directly involving business administration experience for senior-level executives and/or managers, preferably in a healthcare-related environment.
- OR - *High School diploma with an additional two (2) years of experience in a relevant field.
- Strong attention to detail.
- Excellent interpersonal skills, strong organizational skills, and the ability to multi-task and thrive on working in a fast-paced environment as well as to build relationships with stakeholders, including staff, and internal and external customers.
- Highly resourceful team player, with the ability to also be extremely effective independently.
- Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response.
- Creative and enjoy working within an entrepreneurial environment that is mission-driven, and results-driven.
- Strong analytic and organizational skills required to research and resolve inquiries and to coordinate and manage conflicting priorities, multiple projects, and significant and varied workflow with excellent attention to detail.
- Ability to exercise good judgment in a variety of situations, with strong organizational skills, and the ability to maintain a realistic balance among multiple priorities.
- Demonstrated proficiency in MS365 Office applications (Word, Excel, Outlook, PPT, etc.)
- Expert written and verbal communication skills.
- Demonstrated proactive approaches to problem-solving.
- Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response.
- Demonstrated ability to achieve high-performance goals and meet deadlines in a fast-paced environment.
- Forward-looking thinker, who actively seeks opportunities and proposes solutions.
- Ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.
- Demonstrated ability to institute and adhere to applicable regulatory, risk management, and compliance best practices and requirements.
Preferred:
- Bachelor’s Degree within the relevant field.
- Three (3) years of relevant Foundation, fundraising, sales marketing, and/or donor relations experience.
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