Executive Assistant of Human Resources & Administration and Information Technology Services

Executive Assistant
Human Resources & Administration and Information Technology Services

Position: Regular, Part-time (21-25 hours per week), Non-Exempt
Department: Human Resources & Administration and Information Technology Services
Reports to: VP, HR & Administration and Chief Technology & Information Officer
Supervises: N/A
Revised: January 2020

Summary:
The Executive Assistant (EA) provides advanced executive-level administrative, project and event support to the Human Resources & Administration (HRAS) and Information Technology Services (ITS) teams.

Responsibilities and Expected Outcomes:
• Manage and maintain executive contacts and calendars, coordinate meetings and, when necessary, provide appropriate follow-up. Anticipate what will be required for meetings inclusive of scheduling, materials needed, agendas, invitees, conference or video calls, refreshments and room set-up/clean-up, including off-site logistics.
• Attend to guests and ensure they feel welcome and have access to WiFi, technology and appropriate staff.
• Perform support duties using independent judgment and take initiative to help executives prioritize and organize business and scheduled commitments. These duties include establishing appointment priorities, rescheduling or redirecting meetings and maintaining well organized files on meetings, agendas, etc.
• Make travel reservations and create itineraries for executives as requested.
• Use Intellilink system to reconcile, prepare and submit accurate and timely expense reports (cash and credit card) for executives.
• In collaboration with the HR team, manage administrative process of interviews: communicate with potential recruits, coordinate executives’ schedules, handle administrative details start to finish.
• In collaboration with the ITS team, manage administrative process of workstation/cell phone inventory: annual tracking and inventory of devices assigned the Cleveland Foundation staff.
• In collaboration with the ITS team, manage administrative process of annual ITS policy review/audit: communicate, update and review staff agreement and understanding of key ITS policies and procedures.
• Assist with the coordination and execution of events, as requested.
• Build and maintain strong and collaborative relationships with administrative assistants and other foundation colleagues, with an emphasis on delivering positive customer service on a consistent basis.
• Collect, open and distribute incoming and outgoing USPS mail for HRAS and ITS teams.
• Prepare thank you notes, purchase sympathy cards/flowers and gifts for special occasions as needed.
• Maintain files in compliance with records management policies.
• Other administrative or project-related duties as assigned.

Essential Qualifications, Credentials and Technical Skills required:
• A minimum of five years of progressively responsible experience in a senior administrative or executive assistant role, including preparing high-level written communications and reports, project management and follow-up, and cross-departmental collaborations. Bachelor’s degree or Associate degree preferred.
• Proven track record of independent judgment and decision-making in matters of a confidential and/or non-routine nature; ability to anticipate needs of the executives.
• High level of integrity and ability to maintain confidentiality.
• Ability to work well under pressure and prioritize multiple assignments and activities simultaneously with a series of continuous deadlines while demonstrating excellent organizational skills, attention to detail, and flexibility.
• Ability to take a proactive role in team efforts, promoting cooperation and collaboration among others internal and external to the organization. Experience working as part of a multidisciplinary team and working effectively with persons and communities from diverse cultural, social, and ethnic backgrounds.
• Demonstrated ability to consistently put forth a positive and proactive professional approach to work, with an emphasis on exceptional service across and outside of the organization.
• Exceptional communication skills across all platforms with exceptionally strong writing acumen.
• Advanced user of Microsoft Outlook and the Microsoft Office Suite (Word, Excel, and PowerPoint), Adobe Acrobat and exceptional internet research skills.
• Ability to work flexible hours including occasional early mornings or evenings when necessary.
• Some event planning experience.
• Familiarity with Cleveland’s nonprofit sector is preferred.
• Notary Public certification a plus.

APPLICATION PROCESS:
Starting salary for this position will be commensurate with the selected candidate’s background and experience. The foundation offers an exceptional benefits package including medical, dental, vision, life and disability coverage, a comprehensive wellness program, a fully vested 403(b) retirement plan and two weeks of vacation the first year of service, prorated based on date of hire. If you are interested in applying for this position, please send a resume and cover letter indicating salary requirements to resumes@clevefdn.org by February 16, 2020. We regret that we cannot respond personally to each applicant.

Our Mission:
to enhance the lives of all residents of Greater Cleveland, now and for generations to come, by working together with our donors to build community endowment, address needs through grantmaking, and provide leadership on key community issues.
Our Vision:
to use the power of philanthropy to enable Greater Cleveland to be a great and global American city. Together with our donors and partners, we will make innovative, impactful, and internationally recognized contributions to the field of philanthropy.