Foundation Executive Director

Responsibilities

Customer Service & Administrative Support

• Provide superior customer service by responding promptly and accurately to incoming emails and phone calls.
• Manage assigned administrative projects, ensuring tasks are completed efficiently, accurately, and on time.
• Coordinate mailings, participate in meetings, take notes, assist with meeting planning, and support projects requiring strong attention to detail.
• Maintain organizational calendars and manage executive scheduling, including coordinating calls, meetings, and appointments.
• Monitor and respond to executive emails and voice messages as needed.
• Support leadership, staff, volunteers, and other stakeholders with administrative and database-related tasks.
• Prepare executives and leadership for meetings and external visits, including scheduling appointments, coordinating logistics, developing schedules, and preparing supporting materials.
• Prepare recurring leadership reports, meeting materials, agendas, updates, and presentations.
• Draft correspondence, emails, reports, talking points, and other written materials.
• Maintain accurate records of communications, meetings, visits, and other organizational activity.
• Arrange conference calls and prepare supporting materials for leadership.
• Coordinate communications with outside vendors and service providers, including email, direct mail, and web-based communications.
• Track communication results and prepare reports as requested.
• Assist with facility and operational needs, including coordinating with vendors when necessary.
• Complete additional administrative projects as assigned.

Logistics & Events

• Prepare agendas, documents, reports, and other materials for leadership and board meetings.
• Attend meetings as needed to record, prepare, and distribute meeting minutes.
• Assist with planning and executing organizational meetings, conferences, and special events.
• Coordinate with guests, speakers, vendors, and other participants.
• Assist with menus, awards, presentations, scripts, and event materials.
• Coordinate meeting logistics, including transportation, accommodations, room reservations, conference registrations, RSVP tracking, itineraries, nametags, handouts, and presentations.

Education & Experience

• Bachelor’s degree preferred with approximately six years of relevant experience, or equivalent experience in a high-level administrative or executive support role.

Technical Skills

• Proficiency with Microsoft 365, including Word, Excel, PowerPoint, and Outlook.
• Strong data entry and data quality assurance skills.
• Advanced Adobe skills.
• Experience with project management software is a plus.
• Ability and willingness to learn new software, systems, and procedures.

Qualifications

• Demonstrated excellence in customer service.
• Strong computer and database skills.
• Experience managing projects and coordinating multiple priorities.
• Experience working with volunteer-driven or nonprofit organizations is a plus.
• Excellent written and verbal communication skills.
• Strong attention to detail and organizational skills.
• Excellent interpersonal skills with a positive, flexible, and collaborative approach.
• Ability to prioritize tasks and manage multiple projects simultaneously.
• Willingness to cross-train and learn new systems and procedures.
• Ability to support meetings, events, and special projects as needed.