Job Description 9390
The Office Administrator enhances the effectiveness of the team by ensuring high quality operations across the organization. This person is responsible for welcoming visitors, coordinating meetings, and directing various administrative projects. These projects will include providing high-level administrative support to senior leadership, as well as supporting the grantmaking and investment teams in day-to-day operational needs. The Office Administrator undertakes a variety of administrative tasks, ensuring the rest of the team has adequate support to work efficiently. This essential team member will be able to interact with staff and external stakeholders (at all levels) in a fast-paced environment, sometimes under pressure, with a high level of professionalism and confidentiality. The Office Administrator will ensure smooth operations across the Foundation, boosting organizational efficiency and the team’s overall success.
CORE RESPONSIBILITIES:
• Coordinate office activities and operations to ensure efficiency and fidelity to company policies and procedures
• Execute administrative tasks efficiently and effectively, with little or no supervision
• Manage agendas/travel arrangements/appointments etc. for senior leadership
• Manage phone calls and correspondence (e-mail, letters, packages, etc.)
• Manage administrative needs for all internal and external meetings (printing, AV needs, etc.)
• Support budgeting, bookkeeping, and accounts payable/receivable processes
• Support grantmaking and investment team projects as needed
• Create and update records, files, and databases (e.g., contact database)
• Track stocks of office supplies and place orders when necessary
• Maintain clean and organized office
• Support Board meeting presentation preparation
• Order and manage catering and meals for meetings
• Submit timely reports and support presentations/proposals as assigned
• Assist colleagues whenever necessary
• Perform other duties as requested
COMPETENCIES FOR SUCCESS:
• Positive, “can-do”, team-first attitude
• Exceedingly well organized, flexible, and enjoys the administrative challenges of supporting an office of diverse people and programs
• Proactive, resourceful and efficient
• Excellent verbal and written communication skills – both with internal and external stakeholders
• Impeccable attention to detail
• Reliable and trustworthy
• Strong ability to work quickly and accurately
• Great interpersonal skills and customer-service mindset
• Self-motivated with a drive to succeed
• Fast learner and easy to adapt to new project needs
• Able to incorporate feedback from multiple stakeholders and prioritize tasks across myriad projects
• Getting things done! Proactively prioritizing tasks and fully owning all aspects of your work
• Bringing a joy to the work and a determination to add value to the team
3 PRIMARY RESPONSIBILITIES:
• OPERATIONS & OFFICE MANAGEMENT (50% of time): Focuses on prioritizing action items to keep Foundation’s operations running smoothly and office in order, ensuring the office and team are ready for meetings, ordering supplies as needed, and managing all processes related to accounts payable/receivable (together with accountant).
• TEAM SUPPORT & ADMINISTRATIVE RESPONSIBILITIES (50% of time): Helps support a variety of projects on both the grantmaking and investment side of the house, including scheduling external and internal meetings, coordinating event invitations, assisting with marketing material orders, organizing collateral and/or Excel spreadsheets, managing RSVPs, and assisting with ad hoc requests to help the team complete strategically important deliverables on time and with the highest quality of execution.

About the Company:
Thomas Edwards Group