Join our Team
Administrative Assistant
The Administrative Assistant is a critical member of the CFCG team who provides administrative support to ensure the Community Foundation’s efficient operation. Some key responsibilities are managing the gift receipt process, maintaining the filing system, coordinating meetings and taking minutes, supporting the executive staff, answering the telephone and greeting guests in a welcoming manner.
To apply, please email a cover letter and resume to hiring@cfcga.org. Please do not call or visit the office.
Efficient Office Operation
- Welcome guests to the Foundation’s office, and answer and direct incoming phone calls.
- Develop knowledge of Foundation to ensure quick answers to phone and email questions.
- Maintain CFCG office in an orderly and efficient manner.
- Manage all incoming and outgoing mail. Take outgoing mail to post office daily.
- Complete weekly filing. Maintain and improve electronic and paper filing systems.
- Purchase and organize office and kitchen supplies, order stationery, purchase postage, water plants, manage phone system, and coordinate maintenance of all office equipment.
CFCG Gift Processes
- Manage gift receipt process. Enter contributions into the database daily. Prepare, obtain President’s signature, and send thank you, tribute, and gift acknowledgement letters for all gifts to the Foundation weekly or more often if warranted. Issue tributes for grants made by the Foundation.
- Obtain necessary signatures for weekly checks and other Foundation documents.
- Coordinate with Finance Department to prepare and make bank deposits.
- Prepare reports of contributions to funds and send pledge payments reminders, as requested by fund advisors.
- Set-up new funds when established by creating the fund in the database and filing system, setting up fund advisors and welcoming new donors to the Foundation.
- Perform administrative tasks for giving circles and other membership funds, including preparing dues notices.
- Prepare letters, information packets, and reports for donors, prospective donors, and professional advisors.
- Coordinate all large mailing projects for the Foundation.
- Maintain constituent profiles in CSuite, including checking obituaries daily to ensure database is correct.
Foundation Meetings & Events
- Attend Board meetings; take, prepare and distribute minutes; mail handouts to absent board members.
- Coordinate all Foundation committee and other meetings, including assembly and distribution of meeting information through web portal, room reservations, room set up, and refreshments.
- Prepare and mail all meeting notices and track RSVP’s for Foundation meetings and events.
- Assist in the planning and execution of fund holder events.
Shared Responsibility
- Support the President, Executive Vice President and Vice President.
- Ensure all procedures for tasks of this position are well-documented and followed.
- Serve as primary backup for weekly grantmaking duties.
- Special projects and other duties as assigned.
Qualifications:
- Desire to learn. Keen desire for excellence and accuracy. Strong analytical ability and common sense.
- Excellent verbal, written, and interpersonal communication skills. Professional, polite, and courteous.
- Excellent computer skills. Basic knowledge of Microsoft Office (Word, Excel, PowerPoint, Outlook).
- Works independently. Self-motivated. Detail-oriented. Organized.
- Skilled in managing multiple projects and meeting deadlines.
- Demonstrates honesty and integrity. Acts with sensitivity and discretion while working with highly confidential information.
- Impeccable moral and ethical standards.
To apply:
Please send a cover letter and resume to hiring@cfcga.org. No telephone calls or office visits, please.