Administrative Assistant

Organizational Overview The Ann Arbor Area Community Foundation (AAACF) is a $220 million dollar community foundation focused on enriching the quality of life in Washtenaw County.

Our assets have doubled since 2015 and now AAACF is one of the 20 fastest-growing community foundations in the US.

Founded in 1963, AAACF administers over 700 charitable funds.

Through a core team of 18 Trustees, 17 employees, and 400+ volunteers, AAACF works to connect people, charitable causes, and permanent capital for community impact.

To learn more, visit Don’t’ check off every box – Apply Anyway!

Statistics show that marginalized groups - such as women, LGBTQ+ and people of color – are less likely to apply to jobs unless they meet every single qualification.

AAACF is dedicated to building an inclusive, diverse, equitable, and accessible workplace that fosters a sense of belonging – so if you’re excited about this role but your experience does not align perfectly with every requirement below, we encourage you to still consider applying.

Who knows, you might be the right for another future role!

Are you passionate about AAACF’s vision and mission?

Do your values align with AAACF's values?

Does systems change, equity, belonging, and the potential to improve the lives for the residents of Washtenaw County get you excited?

If so, we want you to leverage your administration skills and expertise with the team of AAACF.

The Administrative Assistant is a full-time role that handles much of AAACF’s daily administrative activities to help ensure that the foundation’s internal operations are effective, efficient, and responsive to both internal and external constituents.

This position serves as the front-line point person for the foundation’s daily administrative tasks.

This position also serves as a key ambassador, often acting as the first point of contact for community members who visit our offices or call us.

The Administrative Assistant will be part of an Operations Team within the foundation that enables the other staff teams to achieve their goals.

Reporting Relationships The Administrative Assistant will report to the HR/Operations Director and provide ongoing support to the other functional teams within AAACF: Finance, Community Investment, Development, and CEO/Board Governance.

Duties Office & Operations Support Provides outstanding customer service to all AAACF constituents, callers, visitors, donors, grantees, applicants, partners, vendors, volunteers, coworkers and the general public Responds to callers and serves as the initial point of contact on behalf of the foundation Welcomes visitors to the office and acts as their initial host, offering refreshments, pointing out the coat closet, and notifying other staff of arrival Provides front desk and reception coverage Provides general administrative support (including scheduling) to the three Vice Presidents Manage and maintain office calendars, schedule staff meetings.

Provides logistics support (before, during, and after) for hosted events: setting up virtual calls, document prep, room setup and tear down, name tags, refreshments, etc.

Performs general data entry Assists with AAACF mailings as needed Maintains the staff directory Manages celebrations and acknowledgements for key stakeholders Oversee office operations, including monitoring and maintaining office supplies inventory, and office maintenance.

Coordinates all drop-files, manages paper recordkeeping Moves items weighing up to 30 pounds across the office for various needs Performs other administrative tasks as needed Accounts Payable and Other Accounting Work Provides support/back-up as needed on the following: - Open, sort, and distribute incoming correspondence via email and physical mail; manage outgoing mail when needed.

Does initial entry of Accounts Payable and invoices, including credit card charges; maintains related files Organizes, distributes (when appropriate) and mails outgoing checks Data entry around gift processing Keeps obituary records and makes changes in Foundant Governance Support Supports the Executive Assistant with governance support activities as requested.

This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the Administrative Assistant.

It is expected that this position will handle other related activities as needed to achieve a robust administrative function within the foundation.

Experience and Education A high school diploma or GED is required.

An associate’s degree or relevant work experience is preferred.

Desired Skills and Personal Qualities A deep-rooted personal commitment to working in a diverse and inclusive work environment and fostering a positive workplace culture of collaboration and respect.

Takes pride in excellent customer service and projects a positive and professional demeanor Pays attention to detail and has very strong organizational skills Excellent communication skills, both verbal and written Solid office software skills (MS Word, Excel, Outlook, Adobe Forms) Experience with web-based productivity tools (SharePoint, MS Office, MS Teams) Respects confidential and sensitive data Ability to handle multiple assignments and tasks simultaneously A team player comfortable with working in a fast-paced, growing organization that sometimes requires “all hands-on deck”. Has a proactive, problem-solving mindset Eagerness to reflect learn, iterate and receive feedback Maintains a sense of humor and the ability to effectively navigate potentially stressful situations Believes in AAACF’s mission Ability to lift at least 30 lbs.

Compensation and Benefits The salary range is $45,000- $50,000 depending on a candidate’s experience and relevant expertise.

AAACF also offers a generous benefits package including: hybrid working environment health, dental and vision insurance 403(b) plan with contribution matching up to 8 weeks of paid family or medical leave life insurance short and long-term disability insurance flexible and childcare savings accounts paid time off and much more amazing staff together with a great office environment and culture.