Clerical Office Administration, Community Foundation, Dubuque, IA

Company Name:
Community Foundation Of Greater Dubuque
700 Locust, Suite 195
Dubuque, IA 52001

Job Categories: Clerical Office Administration
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Job Description
OVERVIEW:  This important position directly supports the President/CEO and Board of Directors, and other committees or staff as assigned.

POSITION REQUIREMENTS:  This high performing position requires an outgoing, dynamic, highly organized and skilled employee who has a proven track record in organization, communication and executive support as well as being a strong team player.  This individual must possess a strong work ethic, must be an independent thinker and must be effective in representing the President/CEO and Board to all those served by the foundation. The Executive Assistant will be committed to the highest standards of donor service.

EDUCATION AND EXPERIENCE: Four-year degree and 3-5 years experience.

• Supports the CFGD Board of Directors and related Board Committees including:
• Take minutes at meetings
• Help plan agenda, prepare agenda and related materials
• Help set calendar for board meetings/mailings
• Keep on-going agenda list with items prioritized/organized for meetings
• Track background/research documents for distribution to board members
• Keep board policy book up to date
• Keep board records up to date, including attendance tracking
• Organize and arrange new board member packets and orientation experience
• Call or email board members with important information/dates/reminders
• Organize/maintain board files on the S-Drive
• Manage calendar for CEO including:
• Schedule meetings for CEO
• Send reminders for CEO-hosted meetings
• Provide hospitality services for CEO –hosted meetings
• Draft travel plans and execute said plans with CEO approval
• Meet daily with CEO to review calendar/prioritize daily to do list – noting important deadlines and creating daily/weekly workplan
• Support CEO by monitoring executive office for cleaning/organizational needs
• Organize and maintain office functions for CEO including:
• Document storage (electronic and hard copy)
• Email retrieval
• Selected email responses
• Return routine phone calls for CEO
• Answer routine mail for CEO
• Document filing and retrieval as directed
• Serve as personal secretary to CEO by:
o Taking notes at meetings
o Preparing a task list and scheduling tasks following meetings/following up on task list with CEO in an ongoing way
• Schedule and monitor CEO contacts:
• Maintain FIMS contacts for CEO
• In concert with the Development Team, organize and implement tickler system for CEO to meet with lead donors, professional advisors and agency partners
• Organize accounting oversight process for CEO including:
• Organize invoice/check review and turn in to Bookkeeper
• Coordinate CFGD events, with help of Event Team:
• Coordinate event planning process with CEO, Development, Communications and Programs staff
• Organize and maintain a personal greetings file for CEO including:
o Birthdays/special occasions of donors
o Congratulations messages for donors/agency partners
o Fund birthdays
• Other duties including, but not limited to:
o Serving as the CFGD Receptionist when needed
o Maintaining confidentiality of foundation matters

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