Administrative Associate

Immediate Supervisor: Chief Financial Officer
Position type: At-will, non-exempt, full-time

Professional and organized Front Desk and Administrative Associate to serve as the first point of contact for the Community Foundation. This role combines excellent customer service with administrative support, ensuring smooth daily operations and a welcoming environment for visitors, clients, donor, Board members and staff.

Key Responsibilities

Front Desk Duties:

• Greet and welcome visitors, clients, and guests in a professional and friendly manner.
• Answer, screen, and direct phone calls to appropriate personnel.
• Manage visitor logs, name tents, and issue visitor badges as needed.
• Maintain a clean, organized, and professional reception area.
• Receive, sort, and distribute incoming packages.
• Schedule and coordinate meeting room bookings.
• Manage and maintain mail room and office supply and custodial closets.

Administrative Support Duties:

• Provide general administrative support to various departments as needed.
• Manage office supplies inventory and place orders when necessary.
• Assist with data entry, filing, and document management.
• Coordinate with vendors and service providers.
• Support event planning and coordination for Community Foundation meetings or events.
• Assist with incoming and outgoing correspondence.

Qualifications:

• Strong commitment to the Community Foundation’s values, including dedication to Diversity, Equity, Inclusion and Belonging (DEI&B) efforts.
• Demonstrated experience in delivering exceptional customer service within a philanthropic context.
• Effective written and verbal communication skills with keen attention to detail.
• Proficiency in Word, Excel, database packages, and internet research, with the ability to adapt to new software programs.
• Positive attitude, reliability, self-motivation, organizational skills, and attention to detail.
• Ability to handle confidential matters and documents with discretion.
• Demonstrated ability to work both independently and as a team member.
• Well-developed organization and prioritization skills.
• Professional appearance and demeanor.
• Reliable, punctual, and detail oriented.
• Ability to operate broad range of office equipment: fax, copier, postage machine.
• Demonstrated commitment to philanthropy and community service.
• Other duties as assigned.

Education and Experience

High school diploma or equivalent (2 year or 4-year degree preferred) with 1-2 years of experience in a front desk, receptionist, or administrative role.

The specific statements shown in each section of this description are not intended to be all-inclusive. They represent typical elements and criteria necessary to successfully perform the job. At the employee’s request, reasonable accommodation may be provided to enable individuals with disabilities to perform the essential functions of the job.

Professional and organized Front Desk and Administrative Associate to serve as the first point of contact for the Community Foundation. This role combines excellent customer service with administrative support, ensuring smooth daily operations and a welcoming environment for visitors, clients, donor, Board members and staff.