Executive Assistant

2 weeks ago

Omaha, United States Robert B. Daugherty Foundation Full time

Passion, integrity, and accountability are qualities sought in all applicants. The ideal candidate will provide office and program support services under limited supervision with professionalism, reliability, and integrity. They should be well-organized and self-motivated with a desire for continuous learning and a sense of ownership. This individual should possess excellent proficiency in written and verbal communication and public contact skills. 

 

Responsibilities

  • Provide administrative support for the Foundation Team and Board of Trustees. Focal point of business correspondence and other written material as necessary. Schedule appointments and meetings and maintain daily calendars and contact directories. Manage the front desk, answer the phone, take comprehensive messages, refer calls, and respond to routine callers. Process incoming and outgoing mail/e-mail and route to the appropriate person. Ensure clear, timely and effective communication amongst Foundation Team and with the Board of Trustees regarding Trustee meetings, schedules and other pertinent information as needed.


  • Work with other Foundation Team members to prepare professional Board of Trustees meeting materials for timely distribution prior to each Trustee meeting. Maintain Diligent Board Books (web-based system for delivery of Board materials) information available to Trustees and Foundation Team. Coordinate all aspects of Board meetings including but not limited to conference room equipment, meals/refreshments, guest attendance, etc.


  • Assist Foundation team members in performance of detailed review and analysis of grant requests including 1) Review of grant applications and other materials submitted. 2) Work with counterparts in the non-profit organizations requesting funding to gain a further understanding of each organization, its mission and the specific project submitted for funding support. 3) Review financial information and metrics to evaluate the financials associated with the specific project for which funding is being requested as well as the financials of the non-profit organization.


  • Assist Program & Technology Officer with administration and maintenance of Grants Management System. Edit and maintain data fields to reflect accurate and valuable data needed for reporting and recommendations to Board of Trustees. Provide technical support and answer basic inquiries of applicants regarding the grant application process.


  • Assist Program & Technology Officer for coordination of technical support required for all office technology (computers, printer/copier, conferencing technology, phones, etc.).


  • Responsible for Accounts Payable functions including payment of invoices and grant payments. Compile invoices and grant payment information, ensuring timely and accurate processing in compliance with office procedures and contractual requirements.


  • Maintain information tracking and filing systems, including both manual and electronic systems.


  • Monitor office supplies and order items as necessary to ensure items are procured in a timely, professional manner. Maintain office in a neat and orderly condition, including coordination with building services for repair needs (lights, temperature, etc.).


  • Safeguard the confidentiality of Foundation information by exercising discretion in communicating information and handling grant applications and similar confidential materials.


  • Participate in Foundation operations and planning. Assist with development, implementation and maintenance of sound office practices and procedures.


Qualifications

  • Associate's or Bachelor's degree with 3+ years' experience in positions demonstrating increasing responsibility
  • Proficient in Microsoft Office suite
  • Possess excellent organizational skills, initiative, personal tact, and integrity.
  • Self-motivated with a desire for continuous learning and a sense of ownership.
  • Excellent written and verbal communication skills; vocabulary, spelling, and proofreading skills.
  • Outstanding public contact skills, telephone etiquette, and professionalism.
  • Knowledge of basic vendor payment processing, general business formats and procedures and filing procedures.
  • Ability to professionally interact both internally and externally.
  • Ability to successfully manage multiple assignments independently and meet established deadlines.
  • High degree of sensitivity regarding confidential information.
  • Use and troubleshooting of basic office equipment such as personal computer, telephone, copiers, printers, facsimile, and mailing equipment.


Compensation and Benefits

Salary negotiable relative to qualifications and experience

100% employer paid medical, dental, life, and long-term disability insurance

Retirement 401k plan with company contribution and match

Three weeks' paid vacation in first year of work

Observance of national holidays

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