Office Manager & Executive Assistant

Digest topic: Jobs & Internships


organization:Grantmakers for Education
position summary:

**Application materials must be received by 5 pm on Friday, July 2**

Organizational Overview: Grantmakers for Education (GFE) is a national network of over 260 foundations and corporate giving programs. Our members are diverse, experienced grantmakers working to strengthen programs, systems and institutions from early learning through postsecondary education. GFE provides professional development, resources and networking to help these foundations and donors enhance the results of their grantmaking. GFE’s services include workshops and conferences, information-sharing and reports, member-driven study groups, networking, research and consultation.

Identifying, attracting and recruiting candidates from a variety of personal and professional backgrounds is a high priority for GFE. We believe that attention to the diversity of people and organizations involved in GFE helps foster a learning environment that leads to greater analysis, deeper reflection and better decision-making by grantmakers. Driven by a passion for expanding educational opportunity and recognizing that deep achievement and attainment gaps exist between students of different races, ethnicities, and family backgrounds, GFE believes that a commitment to diversity can better help the education philanthropy field identify ways of improving educational equity and excellence for all students.

Position Overview: The Office Manager & Executive Assistant is responsible for ensuring the smooth and effective management of Grantmakers for Education’s operations. The position supports the Executive Director; provides scheduling and administrative support to GFE’s national board of directors and board committees; provides customer service to GFE members; manages key administrative functions in the office; handles all front-office responsibilities including reception/ phone while also providing support to other members of GFE’s staff.

Based in Portland, OR, the position will report to the Executive Director. With a lean and dedicated staff of seven, the contributions of each team member are essential to the overall success of GFE. Thus, the successful candidate will be a highly organized self-starter with a deep commitment to GFE’s mission, high attention to detail and dedication to quality, and a collaborative work style. As the first point of contact for GFE’s members and board, this colleague must project a warm and professional presence in phone and email interactions.

This position is a unique opportunity to be part of an entrepreneurial, diverse and collaborative team that is enhancing the impact of education philanthropy and thus working to improve outcomes and opportunities for all students.

Compensation: GFE offers competitive compensation (expected salary range for this position is $33,000 - $38,000, depending on experience and qualifications), an excellent benefits package (including fully paid health insurance and a generous employer retirement contribution), and a collegial, casual and flexible work environment.

To Apply: To apply, please submit the following materials electronically (PDF preferred) by 5 pm on Friday, July 2, 2010: (1) A cover letter to GFE’s Executive Director, Chris Tebben, clearly outlining the specific skills and knowledge you’d bring to the job and how they are a good fit with the responsibilities of this position (in other words, the letter should make clear why we should consider your application over others). (2) A resume detailing relevant experiences, work history and accomplishments. (3) A short business writing sample such as a letter or detailed email message.

All three of these items must be submitted together for your application to be reviewed. Application materials should be submitted to: [email protected]. In order to expedite the internal review process, please type your name (Last, First) as the only contents in the subject line of your e-mail. Please note that only applications submitted electronically will be considered. No calls or other inquiries, please. We will notify all unsuccessful applicants at the completion of our hiring process.

Applications will be screened on a rolling basis, so please apply as early as possible. The hiring process will include multiple interviews and an office skills test. Anticipated start date for the position is August 16, 2010.

Salary / Pay Rate:$33,000-38,000
Required Skills and Abilities:* Scheduling and administrative support for GFE’s Executive Director: Work closely with Executive Director to manage her schedule according to organizational priorities. Make appointments and travel plans; organize supporting materials for travel and key appointments; provide special support on key assignments as needed. * Administrative support for GFE’s Board of Directors: Under the direction of the Executive Director, support the work of GFE’s national 15-member board of directors. Schedule and coordinate offsite board meetings and committee conference calls (working across 3 time zones), arrange meeting logistics, assemble and ship board briefing books, record the minutes for board and committee meetings and assist with the creation of board materials/correspondence. * Office management and phone reception: Provide key administrative support to ensure the smooth and efficient functioning of GFE’s office, including but not limited to: handle external communications and correspondence (phone reception, faxes, e-mail, and bulk and standard mail); organize/manage electronic and paper file systems; select and interface with external vendors and suppliers; update member job board on GFE’s website; back up computer system; interface between GFE and outside IT support; maintain/purchase office supplies and equipment. Participate as a member of GFE’s Implementation Team to identify and implement office systems and procedures that can improve workflow and performance. * Finance support: Assist GFE’s Executive Director and bookkeeper in maintaining GFE’s financial processes at a high standard of oversight, including: log incoming checks; organize and document bank deposits; prepare and track invoices and payments for processing; schedule bookkeeper and CPA visits; manage records and correspondence with GFE’s treasurer. Serve as project manager for GFE’s annual financial audit, compiling internal records and managing the audit timeline. * Human Resources Support: Record vacation and sick leave time; review reimbursement requests; manage emergency contacts; manage hiring processes; maintain employee manuals; ensure safe working environment; administer employee benefits. * Administrative support to staff: Provide basic administrative support to staff members, including: assist with external correspondence as needed; arrange group travel for GFE staff; provide financial research on payments and contracts.
Qualifications:* At least 3 years’ work experience as an executive assistant or office manager, with a track record of successful contributions to an office team’s productivity and culture. In particular, the candidate should have strong skills and experience in meeting scheduling and in managing an executive’s schedule. The candidate should understand the needs of small offices and show responsibility and initiative in managing office environments and workflow. * Demonstrated ability to handle multiple projects simultaneously in a fast-paced environment with little direct supervision. Ability to set priorities and organize time to see projects through to successful completion and ensure that projects are not lost or forgotten as new needs emerge. * Meticulous attention to detail at all levels of work, with a high degree of accuracy. * High degree of initiative and independent judgment, with the ability to anticipate problems and needs, problem-solve and act independently while ensuring alignment with the organization’s values and priorities. * Strong oral and written communication skills, demonstrating diplomacy and the ability to form positive working relationships with a diverse constituency primarily through phone and email. * Strong customer service skills, including responsiveness, a pleasant phone and email presence (as a national organization, much of GFE’s communication with members takes place over phone or email) and a “can-do” attitude in resolving problems and concerns quickly and correctly. * Proficient with technology, with high proficiency in Microsoft Outlook, Word and Excel. Comfortable learning new software and technologies. * Passion for and commitment to the mission of GFE and the success of its member organizations. * Comfort working and leading in a team-based environment where all employees’ contributions are highly valued. * High level of ethics and responsibility. * Ability to travel (approx. 2-3 trips per year).
Education Required:College degree
Other:Equal Opportunity Employer
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