EXECUTIVE ADMINISTRATIVE ASSISTANT

The St. Louis Community Foundation is dedicated to inspiring purposeful philanthropy that connects community and donors to build and preserve a more equitable and vibrant region, now and forever. One of the nation’s first community foundations, the St. Louis Community Foundation was founded in 1915 as a 501(c )3 public charity, and today is composed of 800 funds with assets close to $500 million. Each fund represents a unique philanthropic purpose, the majority in partnership with an individual, family, business, or community initiative. In 2020, the St. Louis Community Foundation distributed 12,650 grants totaling $117 million.  The Executive Administrative Assistant is critical to the effective operation of the Foundation and to implementing our mission.  Visit www.stlgives.org to learn more.

Position Overview

The St. Louis Community Foundation is looking for a high energy, detail-oriented person who enjoys working in a team-driven organization.  A successful candidate will also share our commitment to the St. Louis region.  The Executive Administrative Assistant provides administrative support for the Foundation’s Chief Executive Officer and the Director of Community Investment and will have a dual reporting relationship to the CEO and Director.

Primary Duties and Responsibilities

• Manage the administrative functions of the CEO’s office and Community Investment Department including: (1) telephone coverage; (2) maintaining calendars; (3) prioritizing incoming correspondence; (4) preparing outgoing correspondence; (5) maintaining general and confidential files; and (6) making travel arrangements.
• Provide administrative support to the Board of Directors including (1) coordinating and prepare meeting schedules, logistics, materials and minutes; (2) assisting the Board’s officers in their work on behalf of the Foundation; and (3) maintaining the Board’s official records.
• Assist the CEO in managing key workflows and special projects including: (1) internal standard operating procedures requiring the CEO’s signature/approval; (2) annual operating and long-range planning; (2) research on new product/program development; and (3) support of the CEO’s work with committees and outside organizations related to the Foundation.
• Accurately maintain written and online records in Foundation’s databases including (1) updating information on grant programs and decisions; (2) tracking, entering, and filing grant data; (3) maintaining accurate contact information for donors, nonprofits and other community partners; and (4) preparing audit confirmations for nonprofits.
• Collaborate with Marketing & Communications Department to coordinate correspondence and website updates.
• Prepare and assemble materials and distribute electronically or hard copy for client and donor board and advisory committee meetings.  If meetings are held in the office, coordinate food and meeting space (see next bullet).
• Schedule meetings for CEO and Community Investment Department; including (1) initial scheduling, (2) sending reminders, (3) forwarding meeting information in advance, (4) ordering food as appropriate and (5) setting up and restoring meeting spaces  for in-office gatherings.
• Prepare background and briefing materials on community issues and nonprofits in a variety of formats, from simple summaries to more complex issue briefs.
• Effectively interact with a wide variety of people representing the Foundation’s mission.
• Provide back-up support for administrative duties of office manager as needed.

The Executive Administrative Assistant may be required to perform duties outside their normal responsibilities listed above.

Qualifications and Skills:

• Commitment to the St. Louis community.
• Commitment to racial equity and continuous learning about bias, systemic racism, and the impact of oppression on the vitality of the region.  A demonstrated ability to weave equitable considerations and opportunities into educational and grantmaking conversations a plus.
• Self-motivated and detail-oriented with good organizational skills and the ability to prioritize, multi-task, and meet deadlines.
• Exceptional administrative support skills.
• Exceptional written and verbal communication skills.
• Computer proficiency with Microsoft Office products (Outlook, Word, Excel, PowerPoint, etc).
• Prior experience with database usage preferred.  Ability to enter information into database accurately and within Foundation protocols.  Curiosity about learning new systems.
• Intermediate proficiency with copiers, calculators, printers and other office machines.
• Commitment to and proven ability to meet deadlines and maintain a complex load of commitments.
• Demonstrated ability to build credibility and long-term service relationships with key constituents including board members, Foundation donors, nonprofit executives, community leaders, and other internal and external audiences.
• Commitment to accuracy.
• Ability to work in a team environment; eager to help where needed.
• A bachelor’s degree is preferred.
• Ability to remain in a sitting stationary position for an extended period of time; climb one flight of stairs; stand, reach, and stoop while filing, copying, and storing supplies; lift up to 15 pounds.
• Ability to work an occasional evening and weekend.
• A sense of humor is a plus.

Compensation and Benefits

The salary range is $42,500 – $50,000 and will be negotiated based on experience, qualifications, and record of achievement. Candidate salary history will not be requested nor referenced in negotiating salary. Health, dental, and additional benefits are available.

Hours

37.5-hour work week. Office hours are 8:30 AM – 5:00 PM. The Foundation offers flexible time options for its full-time employees in good standing, after 3 months of satisfactory employment.

Commitment to Equity

The St. Louis Community Foundation strives to achieve equity in our workplace.  We prohibit discrimination and harassment of any type and afford equal employment opportunities to employees and applicants without regard to race, color, religion, sex, national origin, disability status, gender identity or expression, protected veteran status, or any other characteristic protected by law.  The Community Foundation conforms to the spirit as well as to the letter of all applicable laws and regulations, valuing equity in the workplace and community.

COVID-19 Related Operations

The St. Louis Community Foundation is working in person for employee-only operations at our headquarters located at #2 Oak Knoll Park.  Masks are required in public spaces.  Employees are required to be COVID-19 vaccinated.

Application and Additional Information

Please submit in confidence a cover letter and resume by October 8, 2021 via email to resume@stlgives.org with “Executive Administrative Assistant – <your name>” in the subject line.