Job Description

Job Description

Job Description

JOB SUMMARY

The Executive Assistant to the AVPREI reports directly to the Associate Vice President, Racial Equity Initiatives (REI). The Executive Assistant to the AVPREI manages the daily activities of the AVPREI and should thrive on keeping all aspects of that role that are under their control organized and moving forward. The Executive Assistant to the AVPREI anticipates the needs of the AVPREI and helps in resolving operational, administrative, and scheduling issues before they arise. In addition to being organized and analytical, the Executive Assistant to the AVPREI possess strong business judgment and the communication skills to interact in an executive level environment with members of the Foundation’s: Board, Board Committees, internal team, external community partners, and other relationships the Foundation maintains.

A successful Executive Assistant to the Associate Vice President REI must be detail-oriented, excellent at follow-through, organized, efficient, skilled in written and verbal communications, knowledgeable regarding software tools and programs, be able to stream internet content, utilize Zoom and other virtual platforms, possess a high level of emotional intelligence, and computer competency. This person should be motivated by the important mission-driven work of the Community Foundation and must maintain confidentiality.

KEY RESPONSIBILITIES

General Administrative

• Coordinates workflow to support a fast-paced and priority-driven work environment with the Associate Vice President, REI. This includes overseeing the coordination of the Associate Vice President, REI’s calendar for meetings and events, presentations, travel arrangements, and for conferences/trainings.
• Proactively ensures the provision of prompt, accurate, confidential, and professional services for the Associate Vice President, REI, including supports the preparation of reports, correspondence, Excel Spreadsheets, and PowerPoint presentations.
• Serves as the primary point of contact for the Associate Vice President, REI with internal and external key stakeholders, including volunteers, current and prospective clients/donors, community leaders and government officials. Handles all interactions professionally. The Executive Assistant to the AVPREI may be the first point of contact for the AVPREI.
• Assist Associate Vice President of REI with the preservation of the Foundation’s established cross-sector partnerships that engage public, private, and nonprofit institutions, as well as residents, in collective action efforts.
• Keep abreast of racial equity work of the Foundation and community as needed.
• Create a systematic process to manage and maintain all administrative files (electronic and hard copy).
• Prepare and proof documents and correspondence, including generating and producing mail merges and PDF documents, creation and maintenance of table tents, attendance records, name badges.
• Assist with creation of PowerPoint presentations.
• Provide administrative coordination and support for specialized initiatives, as assigned.
• Reconciles the Associate Vice President, REI’s expense reports monthly.
• Assists with reviews of various grants that have been awarded to the Community Foundation that fund the Foundation’s racial equity work and understands what costs are allowable for coding expenses and spending decisions.
• Reviews AVPREI emails and triage’s emails per established process, and voicemails.

Board Committee and Community Partner Support

• Community relationships are one of the most important assets the Community Foundation possesses, the Executive Assistant to the AVPREI will have the responsibility of directly dealing with over 300 such relationships and continually presenting and representing the Foundation in a positive light.

• The Executive Assistant to the AVPREI has important conversations with members of the Racial Equity Round Table, Foundation Board members and other community partners and is responsible for noting and triaging their requests and partnering with the AVPREI to how to move their requests forward.
• Proactively ensures the provision of prompt, accurate, confidential and professional services to the Community Partners, including supporting the preparation of reports, correspondence and presentations.
• Assists with meeting preparation for the various committees and community partners. Tasks include: schedule and provide locations for meetings, assist with preparation of meeting agendas, gather and distribute all materials, send appropriate reminders, confirm attendance, create and reconcile table tents, keep attendance, and communicate with partner support staff when needed.
• Assists with the Foundation’s initiative to provide Racial Equity Impact Analysis training for leaders in our community by gathering information on fees to be charged/waived, selection of venues for training sessions, consultants to be hired, and other related expenses that might be incurred.
• Prepare minutes of any committee and workgroup meetings, when requested.
• Assemble and store all official materials from meetings of committees and community partners for permanent records.

Meeting/Event Management

• Schedule meetings, as required, and provide meeting management support, including preparing meeting minutes, order food and beverage if applicable.
• Provide support to staff members who plan and coordinate special events.

Other Job Duties

• Provide back up for Receptionist/Office Administrator.
• On a limited basis and when needed proactively ensures the provision of confidential and professional services to other members of the Foundation Management Team, including supporting the preparation of reports, correspondence and presentations.
• All other duties, as assigned.

Management Responsibilities: None

Travel: Local travel on occasion.

Salary Range: $60,000 to $65,000

QUALIFICATIONS

• Four-year degree preferred or equivalent career experience, or combination of degree and work experience.
• At least 10 years’ experience working with and supporting C-level organizational leaders.
• Advanced proficiency of computer skills, including Adobe, Microsoft Word, Excel, Outlook, PowerPoint, MS Planner, MS Forms, internet searches, virtual platforms (e.g., Zoom, Google Meet, Menti, etc.) and webinars.
• Effective oral and written communication skills.
• Detail-oriented with the ability to manage multiple responsibilities simultaneously in an organized and flexible fashion.
• Problem solver.
• Strong aptitude for new technologies and utilizing systems that promote efficiency and effectiveness.
• Effective at administrative management.
• Able to work both independently and in a team environment.
• High degree of accuracy and attention to detail.

ABOUT THE COMMUNITY FOUNDATION

For more than a century, the Community Foundation for Greater Buffalo has enhanced and encouraged long- term philanthropy in the Western New York Community. A 501 (c)(3) organization, the Community Foundation’s mission is: Connecting people, ideas, and resources to improve lives in Western New York. Established in 1919, the Community Foundation has made the most of the generosity of individuals, families, foundations, and organizations who entrust charitable assets to the Community Foundation’s care. Learn more at cfgb.org.

APPLICATION PROCEDURE

Community foundations are designed to grow and evolve as our community’s needs change, and new positions are regularly created as a result. As the Community Foundation for Greater Buffalo continues to grow, we are looking for talented people who want to use their abilities to make a lasting difference. If that is you, then please send a cover letter explaining your interest in this position and what you would bring to the Community Foundation for Greater Buffalo.

Send cover letter and resume as a single Word or PDF document via email to: Jobs@CFGB.org.

Please submit responses electronically via email. Response may also be received by U.S. Postal Service if an electronic medium is not available. No calls please.

Application deadline: Open until filled. We thank all candidates for their interest; however, only those selected for an interview will be contacted. The Community Foundation for Greater Buffalo is an equal opportunity employer that values diversity, practices inclusion and works to advance equity.

The Foundation is a public charity dedicated to helping clients make the most of their generosity. Our mission is connecting people, ideas and resources to improve lives in Western New York. For over 100 years the Foundation has managed endowment funds for individuals, families and organizations. The Foundation has a very clear vision: A vibrant and inclusive Greater Buffalo region with opportunity for all.

Company Description

The Foundation is a public charity dedicated to helping clients make the most of their generosity. Our mission is connecting people, ideas and resources to improve lives in Western New York. For over 100 years the Foundation has managed endowment funds for individuals, families and organizations. The Foundation has a very clear vision: A vibrant and inclusive Greater Buffalo region with opportunity for all.

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