Administrative Assistant/Office Manager (Part-Time)

Private Philanthropy Services

Background:

Private Philanthropy Services (PPS) is a boutique firm that provides high-level, excellent, professional services, consultation and staffing to private and family foundations locally and around the country. PPS helps philanthropists plan, implement, govern, evaluate, and create impactful granting initiatives; chart their next generation transitions; and develop unique philanthropic solutions.

Overview of Position:

Private Philanthropy Services is looking for a highly skilled, experienced administrative professional to be a critical part of our team’s work in support of our professional mission and the missions of our multiple foundation clients. The Administrative Assistant/Office Manager is a key member of the team and works to ensure the smooth operation of each foundation as well as the physical office. The Administrative Assistant/Office Manager is often the first point of contact and therefore excellent customer service and communication skills are essential. This is a part-time position (20-30 hours per week – depending on the time of the year) that reports directly to the President of PPS.

This position offers an excellent opportunity for an experienced individual who is seeking a long-term professional part-time position in a mission-driven environment, working as part of a flexible, creative, growth-oriented team. PPS is committed to supporting the professional growth of each member of the team. The firm makes significant annual investment in appropriate training for each team member, and in developing new ways to provide outstanding service to clients and community.

Responsibilities:

Office Management – oversee and maintain general systems in the small professional office

 Track office schedules, events, and projects, using project management and other systems

 Manage phones, postage and mail

 Order and maintain office supplies, stock shelves  Manage office printing

 Coordinate and implement the records retention system, thin and archive files and off-site records storage management

 Coordinate and implement email and website updates

 Help plan for office and client meetings, prepare and clean up refreshments for meetings

 Coordinate logistics and provide support for on-site meetings and events in the office, including grocery shopping and buying flowers

 Coordinate regular and as-needed technology support, conduct regular system updates and back-ups, troubleshooting and coaching staff as needed

 Maintain and manage maintenance of office space - including nurturing plants, trash, cleaning and cleaning service

 Represent PPS in nonprofit, philanthropic, and community settings

Grants System Administration and Administrative Support – responsible for coordination and implementation of grants cycle tasks for two foundations, and support of foundation lead staff

 Coordinate and implement administrative support of the proposal process; including document validation, merged correspondence, file creation, copying and printing of applications, creation and running reports through the on-line system (Foundant)

 Due diligence and other grants management tasks

 Track, process and file final reports

 Creation and maintenance of complete and accurate grant files, grant records, and grant archives

 Creation of charts, reports, printed materials for Board meetings

 Coordinate and support the creation of Board Books and other Board materials

 Assist team members with other tasks as needed, and participate in staff brainstorming and strategic planning

 Conduct research and partner with the team in special projects as needed Qualifications:

 Demonstrated strong administrative and organizational skills, and substantive administrative experience

 Demonstrated initiative, sound judgment, and the tenacity to see tasks through to completion in an accurate and thoughtful manner

 Ability to learn and implement complex administrative tasks

 Ability to juggle multiple projects and work independently, as well as with others, in a collaborative, often fast-paced, team environment

 Positive attitude, diplomacy, and ability to communicate well in varying situations as well as maintain confidentiality

 Ability to plan, prioritize, handle multiple tasks, meet deadlines and accurately track details

 Strong written and verbal communication and presentation skills

 Excellent writing and editing skills; copy-editing skills are highly desirable

 Technologically savvy, with excellent skills in - Microsoft Office programs, Acrobat Pro, in at least one of the many database management programs, cloud-based sharing programs, and project management tools

 Interest in learning new things/taking on new tasks

 Bachelor’s degree/equivalent

Physical criteria for the position:

 Ability to occasionally lift and carry a 25 lb. file box safely up and down a flight of stairs

 Ability to type and sit at a computer for extended periods of time

Compensation:

Commensurate with experience (at the professional administrative rate in the philanthropic field).

To Apply: Please email a cover letter including salary requirements, resume, and reference page to Private Philanthropy Services at [email protected]. Applications will be accepted until the position is filled.

Private Philanthropy Services is committed to providing an environment that is open and welcoming, and is free from discrimination because of race, color, religion, creed, national origin, ancestry, disability, gender identity and expression, sexual orientation, age, veteran status or any other characteristic protected under applicable federal or state law.