Executive Administrative Assistant en FOUNDATION FOR THE CAROLINAS

Description

OUR MISSION | REMARKABLE IMPACT

Remarkable impact is the heart of Foundation For The Carolinas’ mission, and the driving force behind our mission is the collective impact of thousands of nonprofits, families, companies, and organizations who partner with us to amplify the power of giving.

HOW YOU’LL ADVANCE OUR MISSION | POSITION OVERVIEW    

The Executive Administrative Assistant provides support to the Chief Administrative Officer and Chief Risk Officer (CAO/CRO), as well as to members of the Administrative and Risk team, the Legal team, and the Foundation for the Charlotte Jewish Community (FCJC) team (collectively referred to as the Team). This role involves assisting the Team in the following areas: 

• Implementing and managing the Foundation's governance and risk management initiatives.  
• Organizing and filing the Foundation's contracts and other important documents.  
• Managing processes related to the acceptance of complex gifts.  

A successful candidate will be a self-starter who is organized, detail-oriented, and thrives in a fast-paced environment with competing priorities. They must also be comfortable learning and helping develop new processes. A self-starter who can anticipate needs of the CAO/CRO and other members of the Team will do well in this role. 

YOUR UNIQUE IMPACT | ROLES & RESPONSIBILITIES  

Administrative/Risk Team Support:

• Assists with scheduling, coordinating, and administering Governing Board meetings and calls, as well as Governing Board committee meetings.
• Supports all aspects of Governing Board meetings and calls, including agenda setting, logistics, sending materials to the   Board, preparing meeting minutes, and any other items that may be assigned.
• Organizes and maintains Governing Board documents and records. 
• Provides support for other governance, risk management, and compliance activities.
• Assists in all aspects of continuing legal education programs offered by the Foundation or participated in by members of the Team, either as speakers or attendees.

Legal Team Support:

• Supports the development and implementation of processes related to acceptance of complex gifts and impact investments, as well as governance of the Foundation and its affiliates.
• Assists with legal documents, including processing, execution, and document retention.
• In conjunction with the Legal team, responsible for management and tracking of Foundation policies.
• Provides Board support, including meeting planning and logistics, minutes, and correspondence to Board members, for   Community Real Property Holdings, Inc. (CPRH) and Community Investments   Foundation (CIF), as well as any others that may be assigned.
• Schedules and coordinates meetings with FFTC’s insurance consultant and key FFTC stakeholders, and assists with insurance renewal process.

Advancement Support:

• Supports development of new business by preparing PowerPoint presentations, drafting letters and proposals, and performing other business development tasks, including scheduling meetings and preparing prospecting packets.
• Captures and records prospect and existing donor information in the Foundation’s CRM system (currently Raiser’s Edge) to help build, track, and monitor prospect solicitation and cultivation.
• Assists in new fund opening process and new planned gift processing for the Team.

FCJC Support:

• Provides Board support, including meeting planning and logistics, and correspondence to Board members, for FCJC.
• Assists with the input and maintenance of data and records in the Foundation’s CRM system.
• Generates monthly and quarterly financial reports in support of FCJC.
• Assists with coordinating FCJC mailings and e-blasts.
• Supports FCJC staff preparing for client meetings and presentations, including annual philanthropic reviews (APRs).
• Supports activities related to FCJC’s annual meeting and Create Your Jewish Legacy events.
• Assists with the preparation and maintenance of Book of Life stories for signature by legacy donors 

General Administrative Support:

• Provides full administrative support to the CAO/CRO   – including, but not limited to, scheduling appointments, filing, calendaring, and preparing expense reports
• Provides general administrative and project-based support to members of the Team.
•  Drafts letters and assists with preparing PowerPoint presentations.
• Provides prompt, high-level customer service   support to donors, clients, and professional advisors
• Responsible for developing a command of FFTC products and services offered to speak knowledgeably to prospects and FFTC referral network, professional advisors, and others.
• Serves  as part of the active rotation for reception coverage, which may include staffing   during opening, morning and afternoon breaks, lunches, and additional coverage, as needed

Requirements

  WHAT YOU’LL NEED FOR SUCCESS: QUALIFICATIONS 

• 2 years+ of administrative support experience preferred
• Experience working in a tax-exempt organization, financial institution, or law firm preferred
• Advanced proficiency in Microsoft Office applications (Word, Excel, Outlook, & PowerPoint)
• Proficiency in SharePoint and Visio preferred
• Strong project management and organizational skills, detail-oriented
• Responsive, service-oriented workstyle
• Ability to multitask, adapt, work under pressure, and meet deadlines
• Strong written and verbal communication skills 
• General ability to perform the essential functions and overall physical and mental requirements of this position, including stamina to perform tasks over extended periods and ability to occasionally move about to accomplish tasks or move from one worksite and/or workstation to another