St. Louis Community Foundation
ADMINISTRATIVE ASSISTANT + OFFICE MANAGER
Position Description
About the Foundation
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. Our focus on charitable giving to improve the region is fueled by unwavering objectivity, renowned technical discipline, and a commitment to work collaboratively with fundholders, their wealth advisors, the nonprofits they support, civic and community leaders, and other funders.
One of the nation’s first community foundations, the St. Louis Community Foundation was founded in 1915, and today is a 501(C)3 composed of over 800 funds with total assets of over $500 million. Each fund represents a unique philanthropic purpose, the majority in partnership with an individual, family, business, community initiative. Visit www.stlgives.org to learn more.
Position Overview
The Administrative Assistant & Office Manager manages and supports the administrative functions of the office, and provides administrative support to Foundation departments, the Executive team, and the Board of Directors. This is a critical position to the effective operation of the Foundation’s mission.
Reporting:
· Reports to Vice President/Chief Financial Officer
Primary Duties and Responsibilities
Conducting critical daily activities necessary to effectively carry out the mission of the Foundation by helping specific departments be effective and timely. Position supports grantmaking, gifts, scholarships, and foundation programs and events. Tasks to meet this responsibility include:
· Opening and distributing mail, supporting phone and security coverage, supply inventory.
· Managing:
· meeting space calendars
· phone system for office
· Foundation’s general information mailbox
· Coordinating IT service, including ordering and inventory of equipment; setting up new employees
· Supporting Foundation departments including, but not limited to: 1) telephone coverage; 2) maintaining calendars; 3) prioritizing incoming correspondence; 4) preparing outgoing correspondence; 5) maintaining general and confidential records and files; and 6) making travel arrangements; and support of the CEO and department work with board committees and outside organizations related to the Foundation.
· Scheduling meetings for Foundation departments including, but not limited to: 1) initial scheduling, 2) sending reminders; 3) forwarding meeting information in advance; 4) and ordering food as necessary.
· Prepare and assemble and distribute materials electronically or hard copy for client, donor, board and committee meetings.
· Assisting with the gift log, organization and routing of gift documentation.
· Creating the office deposit.
· Assisting with preparation for on-site meetings and restoration of meeting spaces afterwards.
· Assisting with Foundation events and activities.
· Performs other related duties as assigned
Office of the President and CEO:
Provide administrative support to the Board of Directors including (1) coordinating and preparing 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.
Qualifications and Skills:
· Excellent written and verbal communication skills, proficiency with Microsoft Office products and ability to learn new systems.
§ Effectively interact with a wide variety of individuals, professionals, and other staff.
§ Detail-oriented approach to working in a team-driven organization committed to community service.
Equal Opportunity Employer
The St. Louis Community Foundation is an equal opportunity employer and does not discriminate on the basis of sexual orientation, gender identity or expression, race, color, religion, national origin, sex, age, marital status, disability, personal appearance, family responsibility, political affiliation, or any other status protected by applicable law. Frequently cited statistics show that women, trans, and non-binary people, as well as other structurally marginalized groups apply to jobs only if they meet 100% of the qualifications. No one ever meets 100% of the qualifications. We look forward to your application.
Compensation and Benefits
The salary will be negotiated based on experience, qualifications, and record of achievement. Minimum starting salary of $40,000. 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.
COVID-19 Related Operations
The St. Louis Community Foundation will operate at our headquarters located at #2 Oak Knoll Park in compliance with St. Louis County health guidelines. Applicants are highly encouraged to be COVID-19 vaccinated, including appropriate boosters.
Commitment to Equity
The St. Louis Community Foundation strives to achieve equity in our workplace. We prohibit discrimination and harassment of any type and affords 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.
To apply
Submit in confidence a cover letter and resume via email to, the Foundation Director of Human Resources at: jstomer@stlgives.org with “Administrative Assistant & Office Manager – <your name>” in the subject line by December 20, 2024.
