Position Type: Full-Time, Exempt

Reports To: Vice President of Finance & Operations

Summary: The Administrative Assistant is responsible for providing general administrative support for senior leadership and staff of the Foundation. The Administrative Assistant offers a welcoming and supportive environment for all the Foundation’s stakeholders.

Responsibilities for this position include but are not limited to the following in addition to other duties as assigned by the Vice President of Finance & Operations.

Primary Responsibilities

Clerical Duties and Office Management

1. Receive phone calls and walk-ins from stakeholders and provide support or direct them to the appropriate staff;
2. Manage the inventory of Foundation supplies and reorder when they are needed;
3. Receive and disseminate Foundation mail, including pick-ups from the post office, bulk mailings, etc...;
4. Manage internal Foundation calendar as it relates to staff meetings, holidays, etc...;
5. Manage Foundation meetings and events, including ordering food and refreshments, planning event locations, and confirming attendance;
6. Maintain professional offices for constituents, keeping all office supplies organized and making sure that they are easily accessible by all staff;
7. Manage record retention and ensure that all programs are following the Record Retention Policy;
8. Other duties as assigned.

Support VP of Finance and Operations

1. Assist with account reconciliations as needed, including credit card, checking accounts, and investment accounts;
2. Assist with the annual audit and 990 preparation;
3. Process checks for accounts payable;
4. Collect and record receipts and accounts payable data entry for all corporate credit card users.

Support of VP of Advancement/VP of Marketing & Communications and Programs

1. Support advancement by preparing informational packets for donors, processing gift receipts, data entry of information on stakeholders, scanning gifts, electronic filing of fund documents, preparing materials for mailings, etc... and act as a backup for key responsibilities of the Donor Services Coordinator;
2. Organize requests from the public for volunteer opportunities and coordinate with prospective program areas;
3. Support marketing and communications by inventorying and ordering promotional materials, preparing press packets, organizing meetings with the press, etc...;
4. Support program staff by ordering materials and supplies, disseminating materials and information, scheduling meetings, printing materials, data entry, running reports, etc...

Support of President & CEO and Board of Directors

1. Support the President & CEO with scheduling and coordinating meetings with internal and external stakeholders, donors, and partners as needed;
2. Assist the President & CEO with reports for the Board of Directors and Executive Committee meetings;
3. Coordinate the Board of Director and Executive Committee meetings;
4. Prepare minutes for the Board of Director and Executive Committee meetings;
5. Assist in gathering updated contact information from directors and committee members;
6. Update the handbook for the Board of Directors and disseminate it on a yearly basis to all existing members and when new members join the board.

Compensation & Benefits

$37,440 - $52,000 per year

Regular operating hours are Monday through Friday, 8:30 am - 5:00 pm. Some weekends and evenings are required, planned in advance.

The Foundation provides a competitive compensation package commensurate with experience and qualifications, including vacation time prorated upon start date (two weeks upon date of hire, three weeks after one year); health, dental, and vision insurance (80% employee, 70% of dependent premium paid by the Foundation); and a matching 403(b) deferred compensation package (eligible after 90 days of employment, 75% match up to $10,000.00 annually).

Working Conditions

This job operates in a clerical office setting. This role routinely uses standard office equipment such as computers, phones, photocopiers, scanners, filing cabinets, and fax machines.

Physical Requirements

The employee must be able to sit and/or stand for up to eight (8) hours a day and exert up to twenty (20) pounds of force occasionally.

The employee is required to have close visual acuity to perform an activity such as: preparing and analyzing data and figures, transcribing, viewing a computer terminal, and extensive reading.

Hiring Policy

The Community Foundation of the Fox River Valley considers applications for all positions without regard to gender, race, color, religion, age, national origin, ancestry, disability, political affiliation, marital status, sexual orientation, or any other legally protected status.

About Us

The Community Foundation of the Fox River Valley is a collection of individual funds and resources given by local citizens to enhance and support the quality of life in the Fox River Valley. Foundation funds are used to provide grants to non-profit organizations and scholarships to area students. The Community Foundation of the Fox River Valley services the City of Aurora and Kane and Kendall Counties in Illinois. We are a tax-exempt public charity that allows individuals, businesses, and other non-profit organizations to establish permanent endowment and temporary funds within the confines of one large foundation.

Qualifications

1. Minimum of High School Diploma, Associates Degree, Bachelors Degree preferred
2. Highly organized and creative, with extreme attention to detail
3. Outstanding communication and interpersonal skills
4. Proficient in typing and computer skills; knowledge of software packages including Microsoft Office 365
5. Ability to manage multiple tasks simultaneously
6. Event experience preferred
7. Not-for-Profit experience a plus