Administrative Assistant to the CEO

Job Title: Administrative Assistant to the CEO

Job Purpose: To support the CEO, Leadership Staff & the Board of the Barry Community Foundation by performing a variety of clerical duties requiring independent analysis, judgment, and knowledge of the organization.

Essential Functions of the Position: 

·      Manage the storage and archiving of foundation records, including corporate governance and policy and procedure documents, leading to National Standards accreditation.

·      Maintain Board files and records, including the Bylaws or Articles of Incorporation, the annual compliance of Conflict-of-Interest Statements and Confidentiality forms for all Trustees, Committee members, and Staff, and historical internal Control documents.

·      Ensure all required public notices are current and in compliance with IRS and National Standards

·      Take minutes of all Board and Foundation meetings and some committee meetings.

·      Maintain rosters and manage term limits for all members and officers of the Board & board committees.

·      Work with Outsourced CFO (CHWB) and BCF staff to support general internal functions of Fund Grant Distributions and complete the bookkeeping tasks of approving and posting revenue and expenses entered by the office manager.    

·      Work with staff to compile and disseminate the monthly BCF board packet.

·      Support the President/CEO by organizing the calendar and committees (minutes, policy reviews, committee member contact information) as assigned to the president’s role.                                                                                                                       

·      Serve as the staff liaison for the BCF governance committee, maintaining the policy and procedure review schedule.    

·      Assist the Marketing/Development team with the execution of special events and other fund development tasks.           

·      Provide additional support as needed, particularly for the efficient operation of the Board.     

·      Coordinates board recognition and community engagement at the direction of the CEO.

General Administrative Duties:

·      Exceptional organizational skills and impeccable attention to detail.

·      Ability to make travel arrangements.

·      Time management skills to make appropriate, informed decisions regarding priorities.

·      Ability to complete a high volume of tasks and projects with little or no guidance.

·      Actively maintains the Foundation CRM system

·      Ability to react with appropriate levels of urgency to situations and events that require quick response or turnaround.

·      Ability to maintain a high level of integrity and discretion in handling confidential information.

·      Excellent judgment is essential

·      Provides clerical support for the CEO and when time allows, for the Leadership Team.

Other

• Additional responsibilities as assigned by the COO and/or CEO.

Qualifications

• Expert proficiency with Microsoft Office 365 and desktop publishing software; ability to design and edit graphic presentations and materials preferred.
• Strong written and verbal skills are required.
• Exceptional organizational skills and impeccable attention to detail.
• Ability to work with a variety of internal and external individuals.

Accountability and Supports  

This position reports to the CEO.

Working Conditions 

·      This is a part-time, on-site position with flexible hours, up to 20 hours per week.

·      Some evenings and weekends may be required.

Salary

The Board of Directors establishes the hourly wage commensurate with qualifications and experience.