General Job Duties

The Administrative Associate is responsible for coordinating the overall supportive functions and office operations of the Foundation. This friendly and professional person will assist with operations and manage the back-office details of the Foundation, including accounting assistance, data tracking, Board of Directors support, assisting with event and meeting logistics, and marketing assistance. This requires juggling multiple priorities, strong attention to detail, proactive problem-solving, positive relationships internally and externally, and providing an overall positive and friendly atmosphere.

Accounts Payable and Accounting Assistance

• Process routine accounts payable such as monthly expenses
• Provide other accounting assistance to the Finance Director as needed
• Assist with Donor Advised Fund tracking and donation distributions as needed

Customer Service and Donor Relations

• Offer top-notch customer service to a wide range of people including the Board of Trustees, donors, nonprofit representatives, high school students and their families
• Answer telephone and provide a positive first line of communication for the Summit Foundation
• Answer inquiries via email, telephone or in person such as grants, scholarships, philanthropy, and general questions about the Summit Foundation or the community
• As necessary draft professional written correspondence with donors, volunteers, scholarship recipients and nonprofit organizations or others

Operations Assistance

• Coordinate meetings including obtaining locations, notifying attendees, and tracking RSVPs
• Provide assistance for Board of Directors management including taking formal meeting minutes, annual calendar of Board meetings, meeting room logistics, coordinating and preparing materials, and tracking Board of Directors information
• Complete all Town and private foundation grant applications
• Assist with external Foundation events and receptions by coordinating RSVPs, nametags, and other support as needed
• Assist with fundraising items such as obtaining silent auction items, prizes, or other in-kind contributions
• Assist with volunteer management for special events
• Assist with marketing such as proofreading or other functions as needed

Office Management

• Pick up mail daily from post office
• Manage office technology including IT support functions, internet, copier, computers, and other associated technology needs and functionality
• Manage all office supplies and functions including food and drink, office supplies, keys, parking, etc.

Database Management

• Assist with data entry as needed during busy giving seasons
• Develop expertise for software system
• Document processes and procedures as appropriate
• Assist with scholarship tracking and data as needed

Other

This is a full-time, salaried position that works primarily in the office, with some flexibility for remote work as needed. We are a small team with an upbeat working environment and are looking for someone who is highly motivated, willing to work hard, and join us in making a difference in our community. Some evening and weekend work hours will occasionally be required, in particular supporting the Foundation’s fundraising events and award receptions. We work with confidential information on a regular basis and operate with a high degree of integrity including maintaining the privacy and confidentiality of our donors. Salary range begins at $50,000, depending on experience. Full benefits package includes healthcare, paid vacation, flexible scheduling, 401K, and free ski passes. To apply, please send a cover letter and resume to Executive Director, Jeanne Bistranin jeanne@summitfoundation.org