Administrative Assistant Office Manager

2 weeks ago

Hilton Head Island, United States Community Foundation of the Lowcountry Full time

TITLE: OFFICE MANAGER/ADMINISTRATIVE ASSISTANT


POSITION PURPOSE: To provide administrative support and reception duties for the staff of Community Foundation of the Lowcountry.


EDUCATION: High school graduate, with an associate or bachelor’s degree preferred.


EXPERIENCE: Three or more years of experience in office management, word processing, spreadsheets, and database management.


KEY ATTRIBUTES: Organized, friendly, flexible, attention to detail, competent and supportive.


REPORTS TO: President/CEO.


PAY RATE/WORK SCHEDULE: This is a full-time, hourly position. Hours are 8:00 am-5:00 pm, Monday-Friday at our office located on Hilton Head Island, SC. Remote/hybrid work is not optional. The pay rate is $19.23-$21.63 per hour, plus a generous benefits package, paid time off, and a 403(b).


APPLICATION INFORMATION: Please email resume and cover letter to humanresources@cf-lowcountry.org. The application deadline is Friday, May 31 at 5:00 pm.


POSITION REQUIREMENTS: Ability to perform a variety of administrative and clerical duties requiring independent analysis, judgment, and knowledge of the Community Foundation’s mission and services. Requires strong organizational, administrative, secretarial, receptionist, and computer skills. Also essential are strong verbal and written communication skills, the ability to perform responsibilities in a professional manner, and to handle detailed assignments with a high degree of accuracy and confidentiality.

MAJOR TASKS AND SCOPE OF RESPONSIBILITIES:

1. Serve as administrative assistant to the President/CEO and divide duties and day-to-day responsibilities between the President/CEO and the Executive Leadership Team.

a. Secretarial/administrative duties for the Foundation President/CEO may include composing, transcribing, typing, and proofing correspondence and minutes, filing correspondence and other records, and copying materials.


b. Schedule appointments for the Executive Leadership Team and, as requested, Board of Directors committee meetings and advisory committee meetings.

c. Assist Executive Leadership Team with tasks such as processing correspondence for mailing, proofreading documents, assembling packets for distribution, and other tasks as requested.

2. Greet visitors, volunteers, and vendors when they enter the office and provide a welcoming first impression for the organization. Perform general reception duties: ready office for business in the morning and close the office at night (including kitchen clean up), receive incoming phone calls, route calls and/or take messages.

3. Process the daily mail, distribute to appropriate offices, and process cash and checks from both the mail and donors to make the daily electronic bank deposit.

4. Produce acknowledgement letters for gifts, proof/edit, and prepare for the VP for Development and Donor Services signature. Once returned, prepare the letters for mailing.


5. Take minutes at Board meetings and produce report for review by President/CEO.

6. Serve as primary contact for OnBoard management software, including registering new users, providing instruction, and answering questions. Maintain and post the agenda for Board meetings, G&P meetings, and others as requested.

7. Keep reception area, conference rooms, workrooms, and kitchen neat and organized. Set up for meetings as requested, including ordering/purchasing food and beverages.


8. Maintain the Foundation's general files, both paper and electronic.


9. Maintain the Foundation’s database (CSuite) by adding new prospects, updating current addresses and other information on prospects, donors, grant seekers, and grantees. Check the obituaries in the Island Packet daily and make appropriate updates.

10. Responsible for maintaining inventory of office and janitorial supplies, including letterhead, envelopes, cleaning products, etc. Order stock as needed.

11. Make service calls as needed for printer, postage meter, maintenance, and others as requested.

  • 12. Fulfill other duties assigned by the President/CEO and Executive Leadership Team.


Community Foundation of the Lowcountry’s mission is to strengthen community by connecting people, resources and needs. The Community Foundation provides philanthropic services in a four-county region (Beaufort, Colleton, Hampton, and Jasper), including establishing charitable giving funds for individuals, families and businesses and providing guidance, administrative support and community knowledge to help donors achieve their philanthropic goals.

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