Foundation Executive Director

Responsibilities

Customer Service & Administrative Support

• Provide superior customer service by responding promptly and accurately to incoming emails and phone calls.

• Manage assigned administrative projects, ensuring tasks are completed efficiently, accurately, and on time.

• Coordinate mailings, participate in meetings, take notes, assist with meeting planning, and support projects requiring strong attention to detail.

• Maintain organizational calendars and manage executive scheduling, including coordinating calls, meetings, and appointments.

• Monitor and respond to executive emails and voice messages as needed.

• Support leadership, staff, volunteers, and other stakeholders with administrative and database-related tasks.

• Prepare executives and leadership for meetings and external visits, including scheduling appointments, coordinating logistics, developing schedules, and preparing supporting materials.

• Prepare recurring leadership reports, meeting materials, agendas, updates, and presentations.

• Draft correspondence, emails, reports, talking points, and other written materials.

• Maintain accurate records of communications, meetings, visits, and other organizational activity.

• Arrange conference calls and prepare supporting materials for leadership.

• Coordinate communications with outside vendors and service providers, including email, direct mail, and web-based communications.

• Track communication results and prepare reports as requested.

• Assist with facility and operational needs, including coordinating with vendors when necessary.

• Complete additional administrative projects as assigned.

Logistics & Events

• Prepare agendas, documents, reports, and other materials for leadership and board meetings.

• Attend meetings as needed to record, prepare, and distribute meeting minutes.

• Assist with planning and executing organizational meetings, conferences, and special events.

• Coordinate with guests, speakers, vendors, and other participants.

• Assist with menus, awards, presentations, scripts, and event materials.

• Coordinate meeting logistics, including transportation, accommodations, room reservations, conference registrations, RSVP tracking, itineraries, nametags, handouts, and presentations.

Education & Experience

• Bachelor’s degree preferred with approximately six years of relevant experience, or equivalent experience in a high-level administrative or executive support role.

Technical Skills

• Proficiency with Microsoft 365, including Word, Excel, PowerPoint, and Outlook.

• Strong data entry and data quality assurance skills.

• Advanced Adobe skills.

• Experience with project management software is a plus.

• Ability and willingness to learn new software, systems, and procedures.

Qualifications

• Demonstrated excellence in customer service.

• Strong computer and database skills.

• Experience managing projects and coordinating multiple priorities.

• Experience working with volunteer-driven or nonprofit organizations is a plus.

• Excellent written and verbal communication skills.

• Strong attention to detail and organizational skills.

• Excellent interpersonal skills with a positive, flexible, and collaborative approach.

• Ability to prioritize tasks and manage multiple projects simultaneously.

• Willingness to cross-train and learn new systems and procedures.

• Ability to support meetings, events, and special projects as needed.