Description
Whitefish Community Foundation is looking for an experienced professional to join our team as Administrative Assistant. The ideal candidate will be a detail-oriented and community-minded individual who enjoys working in a fast-paced environment. The Administrative Assistant will support the overall operations of Whitefish Community Foundation and be one of the first points of contact for those visiting the Foundation office or calling on the phone. This community-minded individual will promote the mission, core values, and vision of Whitefish Community Foundation and will be an experienced professional who has the sensitivity for maintaining confidentiality and lasting relationships with donors, nonprofits, WCF Board members, and WCF staff. The Administrative Assistant is responsible for the support of the various administrative activities including answering the phone, greeting visitors, entering donations into a donor database, processing invoices, generating donor acknowledgement letters, planning for events, assisting with scheduling, and more. This position includes supporting special events, meetings, and presentations of the Foundation.
Hours: The Foundation’s hours of operation are 9 a.m. to 5 p.m. Monday-Friday, with occasional evenings and weekends for nonprofit and/or donor events. There is flexibility on schedule depending on the applicant. Position can start immediately and is in-person at our office in Whitefish, MT.
Compensation: Salary range is $25-27/hour DOE; 30-32 hours/week. Benefits include paid vacation, paid holidays, paid sick leave, health benefit, and retirement plan with match.
Reports to: Alan Davis, President and CEO
Requirements
JOB DUTIES:
Assist with all administrative functions of Whitefish Community Foundation.
Interface via phone, email, and in-person with people inquiring about the Foundation, projecting a professional image at all times.
Assist with gift processing, data entry, donor database, invoice processing, reporting, and other light accounting duties.
Assist President/CEO in planning and preparing for donor events and meetings, and the follow-up process to finalize new fund agreements.
Responsible for administrative tasks associated with Board and Committee meetings including reminder notices and attendance tracking, meeting packet preparation, taking minutes, and meeting set-up.
Assist with planning, logistics, and set-up for various Foundation events and meetings.
Maintain newsletter mailing lists.
Coordinate office maintenance schedule and vendors.
Assist all departments with file maintenance.
Attend Foundation functions as requested by the President/CEO (Annual donor dinner, committee meetings, donor education events, seminars, nonprofit meetings, etc).
Follow, maintain, and adhere to policies outlined in the WCF Employee Handbook and all WCF organizational policies. Adhere to strict confidentiality and security of financial, investment, and donor and donation information.
Other duties as assigned.
QUALIFICATIONS:
2+ years relevant work experience providing administrative support in a dynamic, high energy environment.
Associate’s or bachelor's degree preferred.
Passion for the mission of Whitefish Community Foundation.
Exceptional writing, editing, and proofreading skills required.
Extremely organized, detail-oriented, and able to manage multiple complex tasks, events, and projects.
Excellent interpersonal communication skills; positive attitude.
Readiness to collaborate and work functionally across departments.
High level of proficiency in Microsoft Office Suite. Adobe Acrobat, QuickBooks, MailChimp and donor-database software knowledge and experience are a plus.
Willingness to learn new software applications.
Track record of demonstrating sound judgment by making appropriate decisions and knowing when to take initiative.
High level of professionalism with the ability to use discretion and maintain confidentiality.
Action- and solution-oriented; self-motivated.
HOW TO APPLY:
Send resume, cover letter, and 3 professional references to WCF President/CEO Alan Davis.
