Administrative Assistant - Reach Resilience - ENDEAVORS : Job Details

Reach Resilience is a national grant-making foundation (the Foundation ) headquartered in San Antonio and is committed to serving communities in crisis by advancing economic security, well-being, and disaster recovery. In 2021, the Foundation was formed by Endeavors, a non-profit organization founded more than 50 years ago, which today provides social services to private agencies and local, state, and federal governments. The Foundation provides funding to support mission-aligned organizations, and to advance the work of Endeavors in the communities it serves or aims to serve. The Foundation works closely with community organizations, local leaders, and other funders to identify and address needs across the nation.

JOB PURPOSE - Administrative Assistant:

This position provides administrative support to the Executive Administrative Assistant, the Director of Grants and Programs, and to other foundation staff, as needed. This position ensures the most efficient administrative procedures for projects. The Administrative Assistant serves an integral role in the office suite and assists with all administrative support by maximizing productivity and working to ensure that the office runs smoothly.

ESSENTIAL JOB RESPONSIBILITIES:

General Duties

• Manages daily assignments and ensures deadlines are met and work is completed correctly;
• Prepares/modifies documents including correspondence, reports, drafts, memos, and emails;
• Ensures maintenance of office equipment, including computers, copy machines and other equipment as necessary;
• Maintains office supplies by checking inventory and ordering items regularly;
• Responds to email inquiries about the Foundation and requests for information;
• Welcomes guests to the Foundation and answers all incoming calls to ensure professional handling and directing, as needed;
• Performs general office duties such as filing, data entry, and processing incoming mail;
• Provides administrative support for grantmaking related activities.

Travel Coordination

• Assists with details associated with travel arrangements including flights, local transportation and accommodations, as needed;
• Tracks and submit receipts via necessary software;
• Confirms travel related appointments and any other travel details.

Correspondence/Presentations

• Drafts and/or compose correspondence and presentations as assigned;
• Provides presentation support, Excel Spreadsheets, PowerPoint, or other presentations;

Organization of Files and Records

• Organizes and maintains documents in a paper and/or electronic filing system(s);
• Serves as keeper/tracker of organizations documents.

Meeting Preparation

• Assist in ensuring all meeting logistics are met including but not limited to reserving rooms, room set-up, ensuring rooms are equipped with necessary technology and supplies, ordering/picking up food and drink, and all meeting related activities;
• Ensures all meeting presentation materials are prepared, printed, and ready in advance.

Grantmaking Support

• Maintains records including grant proposals, reports, correspondence, and media pieces;
• Responds to nonprofit organization inquiries related to grant cycles;
• Tracks ongoing projects and grant reporting cycles;
• Performs due diligence of potential grantees as part of the funding request review process, as needed;
• Inputs information into grant management software.

Other Key Duties

• Conducts research as requested including but not limited to constituents and topics as assigned;
• Submits office related receipts including but not limited to supplies, mail, etc.
• Manages and completes Time Sheets, as approved by Executive Administrative Assistant.
• Manages and coordinates scheduling for Executive Administrative Assistant and other Foundation staff as needed.
• Coordinates and manages subscriptions and/or resources related to the work of the Foundation.
• Tracks daily news articles related to work of the Foundation.
• Assists Executive Administrative Assistant and Foundation staff in any other areas that need attention and are related to the work of the Foundation.

EDUCATION: Associate's degree required.

EXPERIENCE:

• Proven experience in providing exemplary assistance
• In-depth understanding of administrative procedures
• Proficient in MS Office (Word, PowerPoint, Excel)
• An analytical mind with problem-solving skills
• Excellent organizational and multitasking abilities
• A team player with leadership skills

ADDITIONAL REQUIREMENTS:

• Communication skills. Administrative Assistant must be able to document and present research and related information.
• Computer skills. Excellent computer skills. Proficiency in all Microsoft Office, Zoom, (and similar platforms) and SharePoint preferred.
• Interpersonal skills. They must make everyone feel comfortable yet know what and when to share.
• Organizational skills. They must be detail oriented and adapt quickly to changing deadlines.
• Strong writing and communication skills.
• Experience in philanthropy, preferred.
• Other duties as assigned;
• Demonstrate Exceptional customer service, in Everything you do, by placing the child, family, Program participant or client first to support our mission to Empower people to build better lives for themselves, their families, and their communities.

ATTENDANCE: Must maintain regular and acceptable attendance during business hours at such level as is determined at the employer's sole discretion. Flexibility in hours required as needed for business purposes.

LICENSES: Driver's License with clear record.

VEHICLE: Must have daily use of a vehicle without prior notice.

OTHER: Must be available

Endeavors has a longstanding practice of providing a work environment that is free from all forms of employment discrimination, including harassment, because of race, color, sex, gender, age, religion, national origin, marital status, sexual orientation, gender identity, genetic information, disability, military or veteran status, or any other characteristic protected by law. We recruit, hire, employ, train, promote, and compensate individuals based on job-related qualifications and abilities.

Endeavors also provides reasonable accommodation to qualified individuals with disabilities or based on a sincerely held religious belief, in accordance with applicable laws. If you need to inquire about an accommodation, or need assistance with completing the application process, please email [email protected] or speak with your recruiter.

Endeavors is dedicated to offering reasonable accommodations for individuals with disabilities. If you are a qualified candidate with a disability and need help submitting your application online, please reach out to us at [email protected]. If you are chosen for an interview, we will provide further details on how to request accommodations for the interview process.