Administrative Assistant

Administrative Assistant / Finance and Administration

Reports to: Vice President, Finance

Position Summary

The Community Foundation for Northeast Florida, Inc. is a nonprofit service organization serving donors and their charitable or philanthropic causes by providing expert assistance in developing unique ideas, approaches and strategies for giving. All staff members are expected to understand and commit to the Foundation’s goals and mission; maintain a professional attitude; possess the ability to establish and maintain positive working relationships with others; and be committed to serving the community with passion, integrity and energy!

The Administrative Assistant has responsibility for representing the Foundation as receptionist; mail and bank duties; Finance Team support; and administrative and office support activities for the Vice President, Finance. Additionally, the Administrative Assistant is primary contact for Office maintenance with the Foundation’s landlord, and related contractors.

Detailed Responsibilities

Listed below are major duties and responsibilities of this position. It is not designed or intended to cover or contain a comprehensive listing of the activities, duties, or responsibilities of the employee.

Reception duties

• Answer main telephone line and greet visitors in a professional and courteous manner; direct phone inquiries and guests to the appropriate staff member
• Maintain appearance of reception area, work room, copy areas and kitchens
• Retrieve, open, and sort mail daily; prepare and send outgoing faxes, mail, and courier parcels
• Deposit incoming checks electronically, without delay
• Enter all outgoing checks into Positive Pay without delay; follow and act on outgoing check exceptions without delay

Mail and bank deposit duties

• Retrieve, open, and sort mail daily
• Prepare and send outgoing faxes, mail, and courier parcels
• Deposit checks electronically
• Enter checks into positive pay
• Cash petty cash checks

Office administration duties

• Coordinate the maintenance of office and ensure office is safe, clean, and well-maintained; act as lead liaison with Landlord and other contractors for office maintenance; keep Vice President, Finance informed of maintenance issues and actions taken
• Coordinate acquisition and maintenance of office equipment to ensure functionality and good working order; maintain and stock adequate office/kitchen supplies, including printed materials and paper in copiers
• Retrieve petty cash and postage reports; reconcile in conjunction with Finance staff
• Develop and build vendor relationships in support of fair pricing and vendor responsiveness
• Provide administrative support for Finance Team; schedule all meetings as directed
• File gift letters and other documents, electronically or paper, as assigned
• Responsible for large copy projects as assigned by senior staff

Finance Team support duties

• Act as Secretary for committee meetings led by Finance staff, as assigned
• Schedule committee meetings and advisor meetings (CMPs); confirm attendance
• Provide support for completing investment paperwork with new/existing managers/advisors; maintain corporate documents and provide to staff across departments as requested; process mail merge for annual audit confirmations
• Other duties as requested

Support services to Vice President, Finance

• Schedule appointments/meetings as requested
• Other duties as requested

Qualifications and Experience

• High school degree required; college degree preferred
• Prior experience as an Administrative Assistant, or similar experience in office environment
• Excellent interpersonal skills and telephone presence; ability to work and communicate with various types of individuals
• Proficient in MS Office Suite, Databases, Spreadsheets, Bookkeeping, E-Mail and Internet; experience with Salesforce or other content management systems a plus; proficient in use of office equipment
• Ability to learn alternate software systems
• Ability to manage multiple priorities efficiently and effectively, with strong follow-through
• Ability to think and act independently and with good judgement
• Well-organized, with commitment to detail and accuracy
• Understanding of and commitment to the Foundation’s goals and mission
• Professional attitude, with ability to establish and maintain positive working relationships with others both internally and externally
• Committed to serving the community, with passion, integrity and energy!

Working Conditions

• Good physical fitness: position requires physical effort necessary to lift up to 20 pounds
• This position is not eligible for Remote Work

Candidates should email their resume and a cover letter to jobs@jaxcf.org

The Community Foundation maintains a policy of nondiscrimination in all conditions of employment, and commits itself to providing equal employment opportunities to all employees and applicants for employment regardless of race, color, religion, sex, age, disability, handicap, veteran status, marital status, national origin, sexual orientation, gender identity or expression, and any other status protected by law.

Job Type: Full-time

Pay: $50,000.00 - $55,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Experience:

• Administrative: 3 years (Preferred)
• Microsoft Office: 3 years (Preferred)
• Receptionist: 3 years (Preferred)

Work Location: In person