Assistant to the President

Job Type

Full Time

Published

07/24/2018

Address

Malvern
Pennsylvania
United States

Description

Position: Assistant to the President’s Office

Reports to: President

Compensation: Full-time, non-exempt, grade 4 position

Date : July 2018

 

Summary

 

The Assistant to the President’s Office is a critical support role at Vanguard Charitable. This individual is responsible for assisting the President in defined aspects of Board activities, strategic activities, leadership, and scheduling. In addition, this individual completes mail processing, reporting, clerical duties, office travel coordination, and office management. This individual must be proactive, resourceful and independent. The highest level of confidentiality and professionalism must be maintained.

 

Responsibilities:

 

Presidential Support

  • Maintain an organized/professional reception/work area
  • Lead the process to deliver high quality Board Meetings:
  • Create timeline and agendas, and work with leadership team to create the board book
  • Organize, collate and finalize the Board meeting report materials; revise or update the Board Handbook and maintain trustee manual and key contact lists
  • Coordinate all Board meeting logistics which not only includes member travels and coordination with meeting facility but mailing of all materials prior to Board meetings
  • Lead our preparation for the annual company-wide lunch with the Board
  • Responsible for the scheduling, leadership and coordination for off sites, retreats, company events and leadership team meetings, which includes managing to a budget, maintaining vendor relationships, creating and implementing communication, proactively researching local events and meetings; document meetings and act as scribe when needed
  • Create the quarterly business updates that are distributed to VC management and Board members
  • Provide support in coordinating activities or reporting results around driving top business objectives
  • Lead the creation of the agenda for the monthly update meetings (MUMs), and play a role in leading the meeting when needed
  • Think broadly and strategically about increasing efficiencies related to responsibilities; proactively provide suggestions to President and other leaders as appropriate
  • Contribute to the success of the Engagement Committee


Office Administrative Support

  • Coordinate all administrative support for President; in addition to all appointment scheduling, this includes producing expense reports, additional Board logistics, proactive schedule preparation, and outside events of impact to the organization.
  • Offer administrative support to CFO, COO, CSPO, CPO, Director of Technology and other VC leadership as needed; this includes being the gate keeper for incoming cold calls or information gathering calls for leaders
  • Inventory/order office supplies
  • Review and distribute all incoming mail and faxes; assist staff with special mail/overnight mail requirements
  • Coordinate meeting/conference rooms; in addition to normal schedules, this includes blocking for annual audits and other corporate special meeting needs
  • Work with outside resources, such as security and facilities, for in-house services. Coordination of physical moves, as needed
  • Perform fiscal responsibilities such as reviewing invoices; front office budget preparation, and tracking fees and coding for finance
  • Produce routine correspondence as needed
  • Assist with the copying and maintenance of front office machines
  • Be a subject matter expert for Concur and VC travel, and coordinate travel logistics for office travelers. Review and coordinate documentation with finance.
  • Update front office operations on SharePoint
  • Contribute during Giving Season as a member of the Ready Reserves, and in leading Stress Busters


Other

  • Support grants or other ready reserves
  • Coordinate all corporate moves with digital facilities, VC IT and HR
  • Coordinate engagement activities during our month-long busy season
  • Assist marketing and business development with event planning and special projects as needed
  • Understand the roles and responsibilities as a staff member to Vanguard Charitable’s Business Contingency Program. Positively influence and support the organization toward meeting contingency business objectives
  • Perform other duties as assigned

 

Requirements

  • Undergraduate degree required
  • Minimum of three years administrative experience required
  • Project management experience preferred
  • Dependable, accurate and conscientious in work habits
  • Strong commitment to confidentiality; trustworthy
  • Strong organization, communication and presentation skills
  • Service oriented; able to prioritize and handle multiple tasks
  • High level of accountability
  • Work independently and collegially, with minimal supervision
  • Strong data entry and proficiency with Lotus Notes and Outlook, Microsoft Word, PowerPoint, Excel, and Doc Mgmt/ Kofax systems


Vanguard Charitable is not offering employment based sponsorship. Employment is contingent on a successful drug-screening.

Professional Level

None specified

Minimum Education Required

4-year degree


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