As an Office Administrator at The John A. Hartford Foundation, you will provide high level administrative support to the President and Executive Assistant (EA) to the President, as well as to Program staff as needed.
This position will also assist with day-to-day operations of the Foundation and will serve as the direct liaison to several third-party vendors.
The following are the core responsibilities :
- Provide administrative support to the EA and serve as a back-up for scheduling appointments, maintaining calendars, organizing meetings, arranging travel, preparing documents, and reconciling expenses to the President
- Serve as office point of contact for incoming inquiries from mail, email and phone
- Answer and screen phone calls; directs caller to the appropriate personnel and forward accurate messages to staff
- Organize logistics for Board Meetings
- Assist in preparation and dissemination of Board books and Board materials as needed
- Maintain Foundation’s inter-office calendar and attendance records
- Coordinate and communicate with vendors and venues
- Coordinate and set up meetings and luncheons held at the Foundation
- Order office supplies and maintain office supply inventory
- Arrange for required maintenance and replacement of office equipment
- Oversee office maintenance, including cleaning service, storage and security
- Assist with hiring and onboarding interns
- Manage JAHF general jobs inbox
- Assist with any other projects as needed
Desired Qualifications, Education and Experience :
- B.S. degree required along with a minimum of one year of relevant office experience working as an Administrative Assistant
- Previous experience in the non-profit sector and an interest in the Foundation's philanthropic objectives preferred
- Prior experience with calendar management
- Relevant experience using online document management systems, expense reporting and online Board meeting portals
Necessary Knowledge, Skills, Abilities :
- Excellent communication skills both oral and written and the ability to communicate with diplomacy and discretion
- Proficient all in aspects of the MS Office Suite
- Strong organizational skills
- Working knowledge of office machinery (PC, printer, copy machine, etc.)
- Ability to work in an environment of tight deadline and changing priorities
- High level of motivation and initiative
- Ability to work as part of a diverse, cross-functional team
- Capacity for growth and assuming greater responsibilities
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