Job description

Are you interested in making a difference in our community and being a part of a small but dynamic team and great work culture? The FM Area Foundation is hiring a new team member, Administrative Assistant. We are seeking a motivated individual who will provide office management/support to our team and key communication to our board of directors. Great benefits, flexibility, and a fun and friendly environment. The FM Area Foundation works with donors and nonprofits to improve our region. If you want a rewarding experience, come work with us and help make this a vibrant community full of opportunities for everyone!

Wage & Hourly Status: Hourly FT(36-40 hrs)
Reports To: Executive Director

To apply, send a cover letter and resume to Eric Wilkie at eric@areafoundation.org by May 12, 2023.

Contribution to the Organization:
The Administrative Assistant must be able to perform the following essential functions satisfactorily within the established policies, procedures, and deadlines established by the Foundation. Reasonable accommodations will be made to enable individuals with disabilities to perform these essential functions.

Position Purpose:
This position is an integral part of the daily functions of the Fargo-Moorhead Area Foundation. The incumbent will provide front desk reception, basic office organization and maintenance, and administrative and clerical support for the
Executive Director related to the operations of the Fargo-Moorhead Area Foundation. This position may also provide support to other staff as needed.

Knowledge, Skills, and Abilities: Minimum Requirements

Knowledge: Significant communication skills are required to interface with internal and external contacts and work as part of a team to fulfill the organization's mission.
Analytical ability is required to solve daily issues. Work cooperatively and effectively with others in the organization.

Education: Associate degree in business administration or related experience.

Experience: Two years experience in general office administration.

Skills & Abilities: Exceptional front desk, interpersonal, and problem-solving skills. Ability to operate standard office equipment, including but not limited to computer, multi-line telephone system, and networked copier/scanner/facsimile machine. Ability to utilize Microsoft
Office 365, including Outlook, Excel, and Word. Ability to be organized and thorough and see a job through to completion. Ability to follow oral and written instructions. Ability to effectively organize and balance workload schedule.

Certification: None

Licensure: Valid driver’s license.

Physical Requirements:
The essential functions of this job generally require the employee to meet the following physical requirements.

• Ability to regularly sit for lengthy periods and to reach with hands and arms.
• Manual dexterity of fingers and hands, hand-eye coordination
• Ability to lift up to 20 pounds areafoundation.org Page 1 of 2 701.234.0756 or eric@areafoundation.org

Essential Skills:

• Excellent professional communication skills
• Self-starter who can visualize an end goal and guide projects through to completion
• Strong attention to detail
• Ability to manage multiple tasks and projects simultaneously
• Sound decision-making skills
• Practical usage of English language (written and spoken)
• Sound technical skills/computer skills

Essential Functions:

Executive Director Support

• Meet as needed to review schedules, materials needed, and upcoming events
• Schedule meetings and appointments and coordinate arrangements, including routine travel
• Follow up on action items from meetings as required by the Executive Director
• Perform other duties as assigned by Executive Director
• Act as liaison with the Board of Directors and manage board meetings

General Office Administration

• Perform general office duties to include, but not limited to, data entry, correspondence, copying, faxing, mailing, and filing
• Research data and prepare reports, construct memos and letters for mailing/presentations
• Organize and manage files, including archiving organizational documents, reports, and marketing materials according to the records retention policy and national standards review requirements.
• Attend meetings and record minutes.
• Maintain office procedure manuals and update them as needed to ensure the accuracy of organizational procedures
• Maintain Community Room internal and external calendar scheduling
• Greet the public in person and on the phone
• Maintain office calendar to coordinate workflow and meetings throughout the year.
• Open, sort, and distribute incoming mail, faxes, and packages
• Prepare and distribute meeting notices and any supporting materials
• Maintain office supplies and inventory
• Handle hospitality arrangements for all meetings
• Coordinate and maintain records for office equipment, telephones, office keys, and general maintenance.
• Schedule maintenance on all office machinery and phone systems as needed.
• Assist in special projects and events as needed

Communications

• Interact with the organization’s Board of Directors
• Provide support to the Board of Directors and Committees by coordinating meeting sites, preparing agenda and supporting meeting materials, attending meetings, and recording and maintaining minutes
• Interact with donors and other Foundation constituents to ensure needs are met in a courteous and timely manner
• Distribute written material via mail or electronic mail
• Assure Foundation policy review occurs as required

Technology/Facilities/Data Base Management

• Maintain, stock, and organize the Community Room and all other office common spaces
• Manage Director Point Software
• Oversee the condition of the facility by managing vendors/contracts
• Proficient in Zoom/Microsoft Teams/Microsoft 365/SharePoint areafoundation.org Page 2 of 2 701.234.0756 or eric@areafoundation.org

Job Type: Full-time

Pay: $17.00 - $20.00 per hour

Benefits:

• 401(k)
• Dental insurance
• Flexible schedule
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday
• No weekends

Work Location: In person

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