Administrative Assistant II (Finance & Philanthropy)
POSITION: Full-time, Exempt
DEPARTMENT: Finance & Philanthropy
REPORTS TO: Controller
The Community Foundation for Greater Atlanta works to inspire and lead our region toward equity and shared prosperity for all who call our region home. We work with a shared commitment to community working with residents, neighborhoods and civic leaders across public, private and philanthropic sectors to seize the greatest opportunities and solve the region’s most pressing challenges.
Reporting to the Controller, the Administrative Assistant II is responsible for providing administrative support for both the Finance department and Philanthropy department, centering the mission of the organization while modeling excellent customer service and collaboration.
Essential Functions of the Position:
- Provide administrative support for both the finance and philanthropy departments including calendar management for three directors and two committees.
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Schedule meetings, organize meeting logistics, prepare for meetings, and take minutes.
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Compile all meeting materials, upload into a portal, and distribute to team, leadership and committee members.
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Support the phone tree to answer incoming calls from donors, prospective donors, vendors, etc.
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Review, sort, and distribute all mailings to the finance and philanthropy departments in a timely manner.
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Support accounting in performing various weekly, monthly and quarterly administrative processes including operating and supporting organizations’ payment processing and obtaining signatures for any checks, as needed.
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Support the Grants Associate with scholarship payments, support staff accountant with gift processing and support investment analyst with the cash call billing process.
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Liaison for getting all required documents signed by authorized signers for investment-related documents.
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Download quarterly investment statements and work with investment managers in setting paperless statements for those currently received via mail.
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Assist with quarterly asset fee billing.
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Create hard files for new donor funds.
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Become a brand ambassador with proficient knowledge in guideline compliance, presentation and document formatting and internal and external messaging.
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Provide support in the annual audit and federal tax return filings for the Foundation and its affiliates such as gathering supporting documentation requested by auditors.
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Other duties as assigned due to focus on cross training within departments and ongoing projects.
Qualifications:
- Bachelor’s degree or equivalent experience preferred
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Minimum 8 years administrative experience with significant multi-tasking ability, customer service experience
- Experience supporting finance and accounting professionals; board of directors or committee support preferred
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Knowledge on accounting best practices preferred
- Ability to work with minimal supervision and anticipate needs of directors and departments
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Proactive, self-starter, and takes initiative
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Extremely organized and detail-oriented with ability to work on and appropriately prioritize multiple requests at the same time, performing each with high attention to detail and quality
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Strong interpersonal communication and customer service skills, including ability to accommodate a high level of interaction with foundation staff, donors, professional advisors, and general members of the community
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Dedication to efficiency and process improvement with strong sense of urgency
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Extensive knowledge of information systems, computers, office equipment and standard office administrative practices and procedures
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Operates with a strong sense of accountability, flexibility, humility and proven capacity for self-reflection
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Strong time management skills with ability to complete tasks timely and accurately
- Expertise utilizing Microsoft Office (Excel, PowerPoint, Outlook, and Word) and other software/hardware (Foundant, Zoom, Docusign, etc.)
Other:
All employees are required to be fully vaccinated and boosted against COVID-19 (medical and religious exemption accommodation possible) within 30 days of hire. The Foundation operates in a hybrid working environment with staff working in-office three days per week and the opportunity to work two days remote per week, if in good standing.
Compensation:
To be determined based upon experience and qualifications. This position is currently being benchmarked with an anticipated salary range of $60,000-$65,000. This position is exempt, and employee is eligible for the Foundation’s competitive health and benefits plan that includes:
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Paid time off:
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Two weeks accrued paid vacation
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Two weeks accrued paid sick leave
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Four mental health days
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Two personal days
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Two floating holidays
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Ten holidays
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Benefits:
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All benefits effective on date of hire – no waiting period
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100% employer-paid benefits (medical, dental, vision) for employee-only insurance plans
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100% employer-paid life insurance and AD&D
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100% employer-paid short-term disability and long-term disability
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100% employer-paid parking downtown Atlanta or monthly MARTA card
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Affordable plans for legal insurance, critical illness, supplemental life, and more
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Employee Assistance Program
- Retirement:
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Immediate eligibility for employee contribution to 403b plan
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After one-year anniversary with organization, all employees receive an employer-paid contribution of 6% of their salary to a 403b plan regardless of if the employee contributes to retirement.
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Culture and Development:
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Individual Development Plans (IDPs) for each team member including training, resources, development opportunities, etc.
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Two Wellness Rooms for mental health with self-care items
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Fun monthly employee engagement activities
To Apply:
Please apply directly on our career site.
Due to the volume of candidates, we are unable to provide status updates to applicants or accommodate phone calls or walk-ins regarding open positions.
The Community Foundation provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.
Community Foundation for Greater Atlanta values diversity and inclusion; we honor the diverse needs, strengths, voices, and backgrounds of all individuals in our regional community.