Executive Assistant to the President
~ JOB POSTING ANNOUNCEMENT ~
Executive Assistant to the President
Hiring Salary Range: $46,000 – $51,000
April Start Date
Position Purpose: To provide administrative support to the President and to The Dayton Foundation Governing Board; and to manage assigned Foundation projects.
Key Responsibility: Administrative Coordination for President and Governing Board of The Dayton Foundation
- Organizes and prioritizes large volumes of information and calls.
- Schedules appointments/meetings for the president, interfacing with community leaders, local businesses, agencies and organizations, state, regional and national organizations, the TDF Governing Board and Committees, TDF Management Team and TDF Staff.
- Designs general correspondence, memos, charts, tables, graphs, etc.
- Proofs all copy for spelling, grammar and layout, making appropriate changes; responsible for accuracy and clarity of final copy.
- Fields phone calls for President, in his/her absence.
- Exercising discretion and independent judgment, manages the President’s daily schedule.
- Maintains Foundation confidential information of substantial importance.
Key Responsibility: Project Management
- Works independently on special nonrecurring project assignments and ongoing projects, which affect the formulation or execution of management programs or policies.
- Exercising discretion and independent judgment, organizes, coordinates, plans, monitors and evaluates project results.
- Participates in the annual strategic planning process, as a member of the Management Team. Responsible for preparing and producing the final LRSP document.
- Creates and develops visual presentations.
- Prepares for and records minutes at Governing Board meetings and other committee meetings.
- Reconciles bills from Dayton Racquet Club and the President’s Office Master Card accounts.
- Functions as part of the Internal Controls process for finance, processing the deposits processing.
- Responsible for preparing, producing, and reporting on the Annual Appeal Campaign.
Key Responsibility: BoardMax Project
- Point person for interfacing with BoardMax staff, managing, training, implementing updates of the BoardMax tool for staff, Governing Board and committees. Responsible for updating committee rosters, users, uploading documents for access, etc. Handles adding governing board, executive committee and compensation committee meeting dates to the BoardMax calendar and uploading all supporting meeting materials.
Key Responsibility: Liaison for the Kuntz Foundation
- Prepares correspondence to organizations for rejected or approved grant requests.
- Coordinates preparation of grants through the Grants and Finance departments.
- Maintains and updates list of grants on a quarterly basis.
- Prepares notices and other materials for quarterly Trustees’ meeting.
- Prepares supporting information for annual preparation of IRS Form 990 and submits completed form to proper agencies.
- Schedules Board of Trustee meetings.
- Attends quarterly Trustee meetings and records minutes.
- Handles phone inquiries regarding the Kuntz Family Foundation.
- Oversees the Kuntz Foundation Fund matching gift program.
Key Responsibility: Liaison for the Glennon Family Foundation
- Provide support to Jeanne Glennon for grants to be made from the GFF.
- Prepares correspondence to grant recipients.
- Coordinate preparation of grants through Grant and Program Department.
- Prepares supporting information for annual preparation of IRS Form 990 and submits completed form to proper agencies.
Key Responsibility: Liaison for the Greener Pastures Foundation
- Schedules Board of Trustee meetings as needed.
- Prepares notices and other materials for Trustee meetings as needed.
- Interfaces with Foundation contact regarding grant requests between meetings.
Key Responsibility: Liaison for the American Society of Ephesus Foundation
- Works with TDF President and ASE Board Chair regarding meetings, grants.
- Maintains records of proposed grants, grants awarded.
- Coordinates preparation of ASE grants through Grants and Programs Department and reviews correspondence to grant recipients.
- Prepares supporting information, in conjunction with the Finance Department, for annual preparation of IRS Form 990.
Education and Work Experience: Undergraduate or associate degree preferred and minimum of eight (8) years of job-related experience working for a senior level manager or CEO.
Knowledge and Skills:
· Must have high level of interpersonal skills to handle sensitive and confidential situations.
· Position continually requires demonstrated poise, tact and diplomacy.
· Must be able to interact and communicate with individuals at all levels of the organization and the community.
· Must have knowledge of a variety of computer software applications in word processing, spreadsheets, and presentation software (MSWord, Excel, Access, Outlook, PowerPoint).
· Work requires close attention to detail in composing and proofreading materials, establishing priorities and meeting deadlines.
· Must be able to work in a fast-paced environment with demonstrated ability to juggle multiple competing projects, tasks and demands.
Send resume and cover letter via fax or email to:
LaTonia McCane, Human Resource Manager
The Dayton Foundation
FAX: 937-222-0636
Closing Date: Friday, March 16, 2018
The Dayton Foundation is an Equal Opportunity Employer.