Administrative Assistant, Philanthropic Services

Category: Administration & Finance The Minneapolis Foundation www.minneapolisfoundation.org Deadline: 01/11/2013

Job Description

ORGANIZATIONAL OVERVIEW
Founded by local business leaders in 1915, the Minneapolis Foundation (TMF) is one of the nation’s largest and most innovative community foundations. We currently manage more than 1,100 charitable funds and more than $625 million in assets. A board of trustees comprised of civic leaders provides direction and oversight. The Foundation helps charitable individuals, families and businesses realize their vision for a better community and world. We offer services that make giving more convenient, tax-smart, and rewarding.

OVERVIEW OF THE POSITION
The Philanthropic Services Administrative Assistant provides administrative support to the Vice President of Philanthropic Services and the department’s Donor Services Advisors.

PRIMARY RESPONSIBILITIES
Provide administrative support to the Vice President and the department’s Donor Services Advisors

Coordinate department events and meeting logistics, both internal and external.

Compile meeting materials and coordinate logistics for quarterly Philanthropic Services Committee meetings.

Attend quarterly Philanthropic Services Committee Meetings to record minutes.

Compile meeting materials, coordinate logistics and record minutes to support the activities, meetings, and grant making for the Donor Advisor Committee and other funds advised by committees.

Prepare and process daily correspondence and department mailings, including gift acknowledgement letters.

Accurately prepare and submit monthly expense reports for the Vice President and the department’s Donor Services Advisors.

Maintain and update client data in the core business software.

Coordinate efforts to maintain optimum efficiency across the department

Stock marketing materials in department file cabinets as needed.

Maintain Community Builders roster and the Wall of Honor.

Maintain the department’s SharePoint site

Prepare department A/P requests

Coordinate travel arrangements for department staff as needed.

In collaboration with other administrative colleagues -

Participate in cross departmental work teams including, but not limited to Operations Team and User’s Group.

Provide back up for the Front Desk staff and the Philanthropic Services Administrator as needed.

Provide specific support to other strategic key initiatives within the Foundation as requested.

Minimum Qualifications:
  • Associate degree or equivalent in combined education and experience, to include a minimum of five years of successful experience in an administrative support position with at least two years’ experience supporting an executive level position.
  • Ability to communicate effectively both verbally and in writing with continuous attention to detail in composing, typing and proofing materials.
  • Business technology skills, including the ability to operate business machines and adeptness with a number of computer software applications including MS Office products.
  • Work successfully with diverse individuals with a variety of work and communication styles, both internally and externally.
  • Demonstrated ability to prioritize and work accurately to meet deadlines in a fast-paced environment and adjust to changing and/or tight deadlines.
  • Strong customer service and organizational skills with the ability to handle sensitive and confidential information appropriately.
  • Event, meeting and travel planning skills.
  • Ability to develop and maintain positive interpersonal relationships.
  • Demonstrated initiative and creative problem-solving skills.
Preferred Qualifications:
  • Previous Foundation or nonprofit experience preferred.
  • International Association of Administrative Professionals (IAAP) membership preferred.

Apply for this Position

Submit cover letter, resume, salary history and references to:
HR@mplsfoundation.org