The primary role of the Office Assistant is to provide meaningful administrative support to the Foundation office and staff. This position serves as the first point of contact for incoming calls and visitors and creates a welcoming atmosphere for external and internal clients. This position also plays a significant role in planning and implementing donor events that meet the stewardship, educational and community-building goals of the organization.
Job title: Office Assistant
Reports to: Manager, Office Administration, and HR
FLSA Status: Non-exempt
Hours: Full time
Austin Community Foundation is the catalyst for generosity in Austin. We bring together philanthropists, dollars and ideas to shape Austin’s future. A trusted local partner, we have a 40-year track record of investing in Austin, granting more than $300 million to nonprofits across Central Texas since 1977. Our data-driven approach means we seek to understand, inform and invest in the areas of greatest need to narrow the opportunity gap in Central Texas.
This role plays an important part in ensuring that the Foundation provides best-in-class service to fundholders, prospects and other stakeholders. Essential duties and responsibilities include the following. Other duties may be assigned. Reception and Hospitality (40%) Responsible for all front desk functions:
• Consistently arrives before 9:00 to have office open and ready for business by 9:00 am sharp and closes the offices at 5:00pm. Accountable for locking doors at the end of each workday. Proactively plans for schedule conflicts by delegating open and close to available team members.
• Greets visitors.
• Answers and directs phone calls, checks main voicemail frequently and directs voicemails to the appropriate staff.
• Communicates changes in office hours via outgoing voicemail, auto-reply in email (heretohelp@) and door signage.
• Maintains accurate, functioning phone system and menu. Proactively makes updates when roles and employees change. Maintains documentation of script and instructions. Proactively makes updates for temporary messages (holiday closures). Provides recommendations for updates and changes that increase staff’s ability to serve callers well.
• Answers, forwards, and responds to emails coming to firstname.lastname@example.org daily.
• Opens and distributes mail daily and in a timely and efficient manner.
• Maintains current, accurate documentation of all front desk processes and procedures.
• Takes the initiative to learn other functions of the Foundation in order to anticipate issues. Proactively seeks ways to support team members. • Proactively arranges for coverage of all front desk duties when out of the office.
Meeting Support (15%) Ensures conference rooms are clean and ready for staff and visitors at all times.
• Sets up and breaks down the conference rooms for all internal and external meetings. Communicates with staff to determine meeting needs and expectations. Sets up A/V or other equipment if required.
• Maintains conference room schedule. Actively coordinates meeting flow to ensure smooth transitions. Proactively identifies and resolves scheduling conflicts well in advance and works with staff members to prioritize meetings.
• Places food orders and coordinates delivery/pick-up and setup for meeting meal needs.
• Anticipates needs of visitors and team members.
General Office Support (35%) Provides meaningful administrative support to Foundation staff as requested, including scheduling and preparing materials for meetings, coordinating meeting details, and other duties as assigned.
• Maintains a working knowledge of the organization’s core operating system (CommunitySuite) and other technology. Ensures the office environment is maintained in a manner that promotes hospitality and professionalism at all times.
• Ensures all office common areas (lobby, kitchen, refrigerator, copy/print area, storage room) are tidy, in good repair, adequately stocked, and ready for use by staff and visitors daily. Starts the dishwasher at end of business every day and unloads dishwasher every morning. Delegates daily tasks when not in the office. Notifies building maintenance when repairs or service is needed.
• Provides office equipment support: assists staff with technical issues, ensures adequate supply levels, acts as troubleshooter and liaison with equipment vendors, and calls for service when needed. Ensures office equipment is functioning and updated as necessary.
• Processes biweekly general office supply order.
• Performs work-related errands as assigned.
Event Support (10%) Assists in planning and execution of Foundation events across departments.
• Executes event setup and breakdown for both onsite and offsite events as directed by event lead.
• Support event logistics to ensure a smooth run of show and superior guest experience at all events. This includes pre-event preparation and planning as well as day-of support.
• Works closely with the event lead to arrange catering or other vendor services. This includes vetting vendors, acquiring pricing quotes, scheduling, and coordinating contracts.
• Acquires basic supplies.
• Assists with maintaining RSVP lists, printing name tags, and supports check-in process at the event.
• Uses template/checklist to quickly and efficiently execute standard events. Supports team in maintaining event timelines, budgets, and other details. Other duties as assigned. This job description is intended to be general, is expected to evolve over time, and will be reviewed periodically and updated as needed.
Job requirements and qualifications
Two years of administrative support experience is required.
Experience in nonprofit sector is preferred.
Associate’s degree or equivalent from two-year college is preferred.
Training requirements (licenses, programs or certificates)
Notary commission may be required.
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this Job, the employee is regularly required to sit; use hands to finger, handle, or feel; reach with hands and arms and talk or hear. The employee is frequently required to walk. The employee is occasionally required to stand and stoop, kneel, crouch, or crawl. The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include Close vision and Distance vision.
Other skills, abilities and expectations
• Authentic participation in diversity, equity and inclusion education and training; commitment to contributing to the organization’s ongoing work to eliminate the opportunity gap in Central Texas.
• Excellent interpersonal, organizational, and administrative skills.
• Self-starter, ability to exercise initiative, work with minimal supervision and to work well as part of a team.
• Demonstrated ability to manage and track multiple, simultaneous projects successfully. Must be able to balance daily workload with interruptions and distractions that are part of the reception environment. Strong ability to prioritize responsibilities and function well under pressure.
• Attention to detail.
• Capacity to handle sensitive information with the ability to maintain confidentiality.
• Ability to proactively complete assigned tasks accurately and on or ahead of schedule. Consistently meet deadlines without prompts or reminders.
• Ability to anticipate needs and expectations. Have an intuitive understanding of the role and be able to interpret vague or implied expectations. Operate on minimal instruction and with minimal supervision.
• Proven ability to understand and tolerate ambiguity, uncertainty and change.
• Proficient in Word processing, spreadsheets, email, and internet software. Foundant for Community Foundations (CommunitySuite) experience a plus.
• Will occasionally be required to work overtime or work at events outside normal office hours.
• Dedication to applying Zero Waste principles and practices in the office.
• Current, valid Texas driver’s license, access to reliable transportation, and adequate auto insurance are required.
Work environment and other information
• Work in clean, pleasant, comfortable office setting.
• Minimal travel required.
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Workplace benefits: Collaborative team environment Opportunity to make Central Texas a better place for everyone Paid time off Medical, dental and vision insurance 100% covered for employee Retirement plan with employer match Basic life insurance and AD&D Austin Community Foundation is committed to equal-employment principles, and we recognize the value of committed employees who feel they are being treated in an equitable and professional manner. We strive to find ways to attract, develop, and retain the talent needed to meet business objectives and to recruit and employ highly qualified individuals representing the diverse communities in which we live.