Executive Assistant HRDP

About the Frey Foundation

The Frey Foundation is committed to doing the work necessary to create and maintain a cohesive team environment where all team members honor each other by actively listening, and being accountable, transparent, trustworthy, and direct. This work has enabled us to operate as a trusted, nimble, and flexible philanthropic partner tackling the community’s greatest challenges and opportunities.

Position Description

Position Title: Administrative and Operations Assistant

Reports To: CFOO / Grants and Operations Manager

Positions Supervised: None

Hours & FLSA Status: Full-time, exempt

General Statement of Responsibilities

Responsible for multiple administrative and operational functions of the foundation office, such as executive support to President and CFOO, greeting guests, scheduling meetings, processing mail, answering phones, office management, event planning, and quarterly meeting coordination. Also responsible for coordinating and advancing organization projects and priorities as well as executing internal and external communications, including basic website maintenance. This position serves the foundation as the connective tissue to ensure alignment across the organization.

Administration

• Actively manages the President’s schedule, provides meeting and presentation support, tracks travel and business-related expenses and other executive administrative activities such as travel arrangements and reservations.

• Assists the President with trustee and committee member communication; distributes relevant meeting material, and tracks travel and business-related expenses as well as other administrative activities such as travel arrangements and reservations.

• Responsible for providing exemplary customer service to visitors and callers. Manages public-facing and common spaces of the office.

• Ensure office operations are properly executed, such as coordinating office maintenance and facility needs.

• Develops extensive knowledge of foundation operations, policies, procedures, and best practices.

• Supports the foundation’s general administrative activities to ensure that office spaces, equipment, supplies, and other resources are kept organized and used effectively and economically. Actively sources suppliers that are local, diverse, and reliable.

• Responsible for communication and registration for events that the foundation supports in the community.

• Serves as the project lead for all aspects of foundation meetings, events and special projects, including invites, catering/bar, event management, nametags/table tents, technology, special touches, as well as necessary logistics and reservations.

• Serves as primary coordinator for the foundation’s team building and extracurricular activities.

Communication

• Takes lead in conceptualizing, writing, producing, and execution of the foundation’s communications in a variety of forms and formats, including digital assets, monthly newsletters, annual reports, quarterly grants communications, and special communications.

• Coordinates and communicates with appropriate staff the necessary next steps, action items, and decisions made at internal meetings.

• Manages and maintains the foundation’s website through regular updates, analytics monitoring, and continuous improvements related to content, functionality, branding, accessibility, and user experience in partnership with third party contractor.

• Ensures proper brand usage in all foundation communications.

• Assists team members in preparing, editing and formatting documents and materials for internal and external purposes.

• Provides support for all public relations and press releases.

• Monitors media sources for relevant sector news.

Valuable Skills

• Strong project management skills.

• Excellent organizational skills and attention to detail. Ability to prioritize work and adjust to multiple demands.

• Ability to follow tasks through to completion in a timely manner while keeping necessary people updated.

• Ability to be graceful and direct simultaneously.

• Ability to work well independently and as a team member.

• Excellent interpersonal, verbal and written communications skills.

• Excellent computer skills; experience with the comprehensive Microsoft Office 365 suite and specialized databases (SmartSimple, Business Central, etc.)

• Strong grammar and editorial skills.

• Ensures that everyone has an outstanding experience when interacting with the Frey Foundation.

• Exercises a high level of professionalism, discretion, and judgment in handling sensitive and confidential information.

Working Conditions

General office environment. Work is generally sedentary in nature but will require standing and walking. The working environment is generally favorable. Lighting and temperature are adequate, and there are no hazardous or unpleasant conditions caused by noise, dust, etc. Work is generally performed within an office environment, with standard office equipment available.

Physical Requirements

Must be able to read, write, and communicate fluently in English. Must have good vision with or without reasonable accommodations.

This job description does not list all duties of the job. Employees may be asked by management to perform other duties as needed. The foundation reserves the right to revise this job description at any time. This job description is not a contract for employment and does not infringe upon the foundation’s at will employment status.