Executive Administrative Assistant
The Harry and Jeanette Weinberg Foundation, one of the largest private charitable foundations in the United States, provides approximately $125 million in annual grants to nonprofits that provide direct services to low-income and vulnerable individuals and families, primarily in the United States and Israel. Since 1980, the Foundation has distributed grants totaling more than $2 billion, and current assets total approximately $2.5 billion. The Foundation administers the majority of its funding in its priority communities: Maryland, Northeastern Pennsylvania, Hawaii, Greater Chicago, New York City, San Francisco, rural communities in the United States, and Israel. These areas are hometowns representing personal ties to the life and legacy of Harry Weinberg, as well as the Foundation's Trustees.
Duties and responsibilities include but are not limited to the following:
Specific to the role of Executive Administrative Assistant
- Prepare and process credit card and expense report statements for several staff members
- Arrange logistics for local travel for several staff members
- Manage calendars/scheduling as directed by the Manager of Administration
- Write simple and direct prose, including correct grammar and punctuation
- Prepare and process documents accurately and within scheduled deadlines (including typing, copying, paper filing, scanning for electric files, faxing, mailing, and messaging)
- Assist in preparation for presentations (i.e. assembling information materials, reserving food and drinks, rooms, coordinating calendars, sending out confirmations and reminders, etc.)
- Prepare weekly timesheets
- Assist with any special or priority projects as requested by the Manager of Administration
- Greet and assist guests
- Restock paper supply and various office supplies on second floor
- Answer phones, handle inquiries, take messages and forward calls in a friendly and professional manner
- Help to generally keep the office neat and tidy
- Maintain a clean and orderly office appearance in your office area and help maintain cleanliness of common areas
- Work well with others to deliver work accurately and efficiently
- Demonstrate a high level of friendly and professional customer service with internal and external individuals
- Ability to listen carefully to staff; to be accessible and approachable
- Ability to recognize the decision-making process will not always go your way and willingness to accept this reality
Administrative Team Member Responsibilities
- Assist covering the front desk responsibilities as needed (including covering for lunch breaks or full day coverage when needed)
- Attend scheduled team meetings and contribute to the discussion
- Confirm the Board/Conference Room(s) is clean and cleared of all material and put into order following scheduled meetings
- Work with fellow administrative team members to maintain and update the Foundation’s central grant files in a timely and accurate manner
- Assist fellow administrative team members with over flow of work when necessary
Experience, Skills and Styles
- Excellent communications skills: reading, writing, speaking and listening
- Clear, concise writing style
- Demonstrated ability to analyze and think critically and strategically
- Demonstrated ability to process large amounts of information in an orderly fashion
- Strong initiative and ability to solve problems
- A personality and value system consistent with the Foundation’s reputation and reflective of the highest levels of integrity and above reproach
- A professional with a spirit of kindness and humility
- Ability to work well in teams and to collaborate with colleagues
- Ability to manage time, handle pressure, and meet deadlines
- Demonstrate a meticulous attention to detail.
- Have a sense of irony and humor.
- Initiate recommendations and solutions to challenges.
- Work well with other staff to deliver work accurately and quickly.
- Manage work efficiently and productively
- Maintain strict confidentiality.
- Demonstrate a high level of friendly and professional customer-service with internal and external individuals.
Successful applicants will be required to answer questions by email, participate in multiple interviews, provide strong current references and authorize a full background check.
The Weinberg Foundation is an equal opportunity employer. It embraces workforce diversity and is firmly committed to complying with all federal, state and local equal opportunity laws. The Foundation encourages all qualified applicants to apply.
Interested candidates should submit a cover letter and resume including a summary of relevant work experience and a statement of particular interest in this position, along with salary range requirements, to the following email firstname.lastname@example.org.
If the Foundation is interested in speaking with you, expect to be contacted within 30 days of submission. No phone calls, please.