Regional Administrative Assistant

Company Description

Mission: Lead, serve, and collaborate to mobilize enduring philanthropy for a better Arizona.

In the tradition of community foundations across the country, Arizona Community Foundation (“ACF”) is a bridge between generous donors and the nonprofit organizations that support our communities.

For more than four decades, ACF has worked in tandem with generous individuals, families, and organizations to address some of the biggest challenges facing our state. We work with donors to achieve their philanthropic goals by advising them, providing resources, and enabling them to create community change. https://www.azfoundation.org/

Position Description:

Arizona Community Foundation is seeking a highly motivated and organized administrative assistant to join their team. The Regional Administrative Assistant is the principal coordinator for the Regional Impact Team which consists of five offices across the state. This position requires an individual who enjoys planning and project management and is an excellent communicator.

Responsibilities:

• Coordinates, schedules and attends Regional Team “In Service Days” (one day a month when entire regional team is in Central Office) schedules and coordinates training and meetings with other ACF Departments.
• Prepares and posts agendas and meeting materials takes minutes and is accountable for follow up items for VP Regional Impact and other regional team members.
• Assists with Regional Team project work, ensuring follow-through on assigned tasks for team members included in the work.
• Responsible for Regional Team SharePoint site. Creates file structure for storage of shared documents, meeting minutes etc...
• Assists VP of Regional Impact with work that collaborates with other business units in communicating, coordinating and integrating work. Ensures Regional Team members meet deadlines
• Communicates and handles incoming and outgoing telephone, electronic and written communications on behalf of the VP as requested.
• Models core values and reinforce quality requirements and standards foundation-wide.
• Arrange travel schedules and reservations as needed for the VP Regional Impact and other leadership as needed.
• Collaborates and builds strong relationships with colleagues and ensures regular interactions and teambuilding with other assistants and coordinators across the organization.

Knowledge or Skills

• Must have excellent calendar and scheduling management skills.
• Strong technology and software skills including advanced scheduling, word processing, spreadsheet usage, presentation design, database familiarity and manipulation, and basic troubleshooting. Experience with Microsoft Office products required – especially SharePoint, OneDrive and Teams.
• Must be extremely well organized and detail-oriented with the ability to multi-task.
• Ability to support team projects and keep team members on track.
• Strong teamwork and outstanding interpersonal skills.
• Demonstrated experience in working successfully with a diverse group of constituents that represent local and statewide communities and national partners.
• Possess a sense of personal warmth, genuine interest in others, and the ability to engage constituents in conversation while maintaining a professional manner.

Education and Experience Requirements

• Minimum of five (2) years prior experience as an assistant or administrator. Degrees or certifications welcome but not required.
• Experience with Microsoft Office products required. Proficient in Microsoft Office 365 Suite (Teams, SharePoint, OneDrive, Excel, Outlook, Word, PowerPoint), Adobe Acrobat, virtual meeting and web platforms. Experience with Salesforce or other CRM systems preferred.

Major Accountabilities

• Proactive meeting and travel planning to support regional team.
• Professional and effective interaction with internal and external constituencies, including via telephone, email, and in-person
• Accurate and timely follow-up and preparation of meeting minutes and correspondence
• Exercise sound judgment and decision-making in safeguarding the confidentiality of sensitive information and relationships
• Works independently with minimal supervision

The intent of this job description is to provide a representative summary of the major duties and responsibilities performed by incumbents of the position. Incumbents may be required to perform other job-related tasks other than or in addition to those specifically presented in this description.

ACF is an Equal Employment Opportunity Employer and does not discriminate against a job applicant or an employee because of the person's race, color, religion, sex (including pregnancy, gender identity, and sexual orientation), national origin, age (40 or older), disability or genetic information. ACF does not discriminate against a person because the person complained about discrimination, filed a charge of discrimination, or participated in an employment discrimination investigation or lawsuit