JOB SUMMARY

The Assistant to the AVPREI reports directly to the Associate Vice President, Racial Equity Initiatives (REI). The 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 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 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 Assistant to the AVPREI must be detail-oriented,

organized, efficient, skilled in written and verbal communications, knowledgeable regarding software tools, possesses 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 AVPREI. This includes overseeing the                         coordination of the AVPREI’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 AVPREI, including supports the                          preparation of reports, correspondence and presentations.

Serves as the primary point of contact for the AVPREI with internal and external key stakeholders, including volunteers, current and                       prospective clients/donors, community leaders and government officials. Handles all interactions professionally.

Assist AVPREI 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

Keep abreast of racial equity work of the Foundation.

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.

Assist with creation of PowerPoint presentations.

Provide administrative coordination and support for specialized initiatives, as assigned.

Reconciles the AVPREI’s expense reports monthly.

Reviews the various grants that have been awarded to that fund racial equity work and determines what costs are allowable and where                 funding limits stand which affect future spending decisions. Board Committee and Community Partner Support.

Community relationships are one of the most important assets the organization possesses, the 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 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 making decisions and 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,         communicate with partner support staff when needed.

Assists with the initiative to provide Racial Equity Impact Analysis training for leaders in our community including making decisions on: fees to     be charged or waived, selection of venues/locations for training sessions, consultants to be hired, and other related expenses to be incurred.       All these decisions have budgetary implications that the Assistant to the AVPREI is responsible for.

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, 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 the                   Management Team, including supporting the preparation of reports, correspondence and presentations.

All other duties, as assigned. Management Responsibilities: None Travel: Local travel on occasion.

QUALIFICATIONS

Two-year degree required. Four-year degree preferred or equivalent career experience, or combination of degree and work

experience.

At least 3 years’ experience working with and supporting busy 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