Administrative Assistant

Hampton Roads Community Foundation•Norfolk, VA

19d•$50,000 - $60,000•Onsite

About The Position

The Administrative Assistant provides administrative support to all functional areas of the Hampton Roads Community Foundation (“Foundation” or “HRCF”). Such support includes managing the front desk and serving as office receptionist, scheduling and management of equipment, and office logistics management—all delivered in a professional, efficient, and timely manner. The Administrative Assistant is often the first point of contact for individuals with the Foundation.

Requirements

At least three years of experience as an administrative assistant, executive secretary, or office manager.
Excellent computer skills, with proficiency in Microsoft’s Word, Excel, and Outlook, and relational database programs.
Exceptional telephone etiquette and interpersonal skills.
Ethical standards above reproach.
Demonstrated ability to work effectively and collaboratively with colleagues in a small, fast-paced office environment that depends on effective teamsmanship.
Demonstrated ability to maintain strict confidentiality, be the consummate professional, and use good judgment at all times.
Demonstrated predisposition to the principles of good customer service, both internally and externally.
Demonstrated ability to effectively multi-task and prioritize in the midst of a demanding workload with often-inflexible deadlines.
Commissioned Virginia Notary Public, or the ability to obtain and maintain a commission.
Strong written and oral communications skills.
Demonstrated “self-starter” who is comfortable working with minimal supervision.
Demonstrated adeptness with the technology of today’s office environment and a proven ability to maintain a working knowledge of deployed office-specific equipment and software once adequately trained.
Ability to occasionally lift and carry up to thirty pounds.

Nice To Haves

Bachelor’s degree from a regionally accredited institution.
Successful administrative experience in a non-profit setting.

Responsibilities

Maintain written procedures for office management.
Oversee the repair and maintenance of office equipment.
Provide troubleshooting and technical support to staff for office equipment.
Serve as point of contact (“POC”) with contracted vendors for service calls, and assist with sourcing vendors as needed.
Maintain an inventory of regularly used office and café supplies.
Arrange for and maintain off-site storage of materials and data.
Serve as secondary daytime POC for building management and attend relevant tenant meetings.
Maintain petty cash supply.
Serve as POC with Norfolk’s Division of Parking, updating staff parking assignments as needed, validating guest parking, and reviewing the monthly invoice for accuracy.
Maintain office lobby and front desk areas, ensuring a professional face.
Maintain workroom, storage room, file room, board and conference rooms, and café—to include countertop, dishwasher, sink, and refrigerator—keeping them clean and free from clutter.
Provide notary service as requested.
Cordially greet and direct visitors to the Foundation, providing them with appropriate hospitality and announcing their arrival to the involved staff members.
Maintain calendars for the Foundation’s meeting spaces, configuring the rooms as appropriate for the size and format of scheduled meetings and performing the set-up for any required technology support in a timely manner.
Professionally answer and correctly direct phone calls, applying good judgment in when to use the “transfer” and “transfer to voicemail” features of the telephone system—and when not to use them.
Respond to inquiries from the public.
Open and close the Foundation’s office suite daily to comply with established business hours.
Set established day and night voicemail messages daily; also set holiday and inclement weather voicemail messages as necessary.
Process incoming mail daily and in a timely manner, to include its receiving, sorting, date stamping, and logging; process and distribute all incoming weekend mail before 10:00 a.m. on the first business day of the week.
Process all outgoing mail by COB daily.
Maintain (and, when needed, create) commonly used office forms, ensuring they remain current and up-to-date.
Provide clerical and logistics support to the Foundation’s functional areas and their respective staff as needed.
Prioritize special project requests from staff, in consultation with the Vice President for Administration.
Maintain an accurate paper filing system for the Foundation’s records, performing no less than weekly filing of materials per established guidelines.
Review monthly bank statements within three business days of receipt, certifying their accuracy with respect to checks written against HRCF accounts with initials prior to forwarding to the Chief Financial Officer (“CFO”) and, if need be, alerting the President & CEO in person and in writing of any discrepancies.
Assist the CFO with reconciling charges on the Foundation’s monthly credit card statement.
Scan, file, and store new fund agreements and other official documents working closely with the Manager of Knowledge Systems.
Maintain a public access folder as prescribed.
Maintain and update contact information in the foundation’s integrated management system (“FIMS”) based on inputs from other staff and from individuals and businesses in the database.
Check media outlets for donor life events (to include births, awards, and deaths), notifying the Development and Donor Engagement staff of them.
Assist as requested with the planning and logistics of special events to include refreshments, invitations and RSVP tracking, preparation and transporting of materials, preparation of nametags, and staffing of registration tables.
Create blue files for all newly processed funds and route to staff for information purposes in a timeframe prescribed by the Vice President for Development.
Maintain check log.
Make bank deposits at least weekly, as directed by the CFO.
Prepare donor acknowledgements based on direction of Manager of Knowledge Systems.