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Executive Assistant

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Asset Funders Network


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Published 15 days ago

October 1, 2020
September 18, 2020
Competitive

Position Overview

The Executive Assistant is responsible for supporting and extending the capacity of the Asset Funders Network executive team and Board of Directors by helping to manage priorities, communications, schedule, travel (once pandemic restrictions are lifted), expenses, and other logistics coordination as needed.

The Executive Assistant is an integral part of the Asset Funders Network team and will report to the Executive Director. This is a remote position and must be able to support efforts across the 4 time zones of continental US. 

About Asset Funders Network (AFN)

The Asset Funders Network (AFN) is a membership organization of national, regional, and community-based foundations and grantmakers strategic about using philanthropy to promote economic opportunity and financial security for low- and moderate-income families.  

Core Responsibilities

Executive Assistant to the Executive Director (ED) (60%)

  • Manage the ED’s calendar including coordinating the ED’s schedule particularly with Board members, AFN members and prospective members, and staff meetings (setting up zoom, conference calls, meetings, calendar invites, reminders, etc.), supporting ED meeting/call logistics including taking minutes, as needed.
  • Manage ED’s email (flagging, prioritizing) and respond to emails as directed or authorized by ED.
  • Coordinate travel, lodging, documentation and transportation logistics for ED who is on the road 40-60% of the time (outside of the pandemic).
  • Develop monthly expense sheets and work with the AFN accounting team to process reimbursements for ED.
  • Develop meeting materials as requested by ED, including agendas, minutes, and PowerPoint/presentation documents.
  • Anticipate logistical and administrative needs for the ED.
  • Communicate clearly and accurately on behalf of ED and AFN.
  • Maintain confidentiality of all organizational and personnel matters.

Executive Assistant to the Deputy Director (20%)

  • Manage Deputy Director’s calendar and scheduling requests as needed.
  • Develop meeting materials as requested by the Deputy Director, including agendas, minutes, PowerPoint presentations and reports.
  • Develop monthly expense sheets and work with the AFN accounting team to process reimbursements for Deputy Director.
  • Provide backup support for webinars, including developing invites and sending out eblasts. 

Support AFN Operations Team (20%)

  • Active and timely response on all communications during work hours (email, phone, IM).
  • Attend monthly virtual staff meetings and bi-monthly Board meetings.
  • Maintain corporate compliance records.
  • Coordinate or support responses to audit or other funder reviews of corporate policies and compliance.  
  • Create (and send/archive) donor thank you letters each month.
  • Support record keeping for organization, including:
  • Registration with appropriate Illinois agencies and filing annual reports.
  • Develop and maintain minutes from Board and Executive Committee meetings.
  • Support gathering documentation for auditors each year.
  • Support the development and ongoing updates of HR policies.
  • Maintain and update the AFN Handbook with the Executive Director and relevant staff each year.

***The Executive Director will assign tasks related to the organizational administrative support. Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required for this job. Duties, responsibilities and activities may change at any time with or without notice.

Essential Knowledge, Skills and Experience

  • Doesn’t struggle with time management, but rather, embraces the challenge! Successful time management strategies are already in use;
  • Solution-oriented and high emotional intelligence;
  • Clear verbal and written communication skills;
  • Adaptable to changes in the work environment, manages competing demands, and is able to deal positively with frequent change;
  • Has some knowledge of, or experience with, philanthropy and the non-profit sector; and
  • Agreement with and commitment to AFN’s mission and values.

 

Preferred Knowledge, Skills and Experience

  • 3 or more years of experience supporting a national membership and/or nonprofit organization, or equivalent experience is a plus. 
  • Strong command of Google Documents, email, scheduling, Microsoft Office Suite, PowerPoint presentations.
  • Past experience working within online content management systems and working remotely.

Position Overview

The Executive Assistant is responsible for supporting and extending the capacity of the Asset Funders Network executive team and Board of Directors by helping to manage priorities, communications, schedule, travel…

Details at a glance

  • Remote Possible
  • Full Time Schedule
  • Contract
  • Professional

Benefits

This is a contract position estimated at 30 hours a week through December 2020. This position is anticipated to become a full-time employee position with benefits in the first quarter of 2021.

This is a contract position estimated at 30 hours a week through December 2020. This position is anticipated to become a full-time employee position with benefits in the first…

Location

Dallas, TX

How to Apply

Interested candidates should submit their resume, salary requirements, and a statement of interest to sarah@assetfunders.org by midnight on Friday, September 18th, 2020. Candidates will be reviewed on a rolling basis.

Asset Funders Network is an equal opportunity employer that does not discriminate on the basis of race, color, religion or belief, disability, gender, nationality, ethnicity, sex, gender identity or expression, sexual orientation or any other status protected by law. People of color and LGBTQ candidates are strongly encouraged to apply.

Interested candidates should submit their resume, salary requirements, and a statement of interest to sarah@assetfunders.org by midnight on Friday, September 18th, 2020…

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