POSITION SUMMARY:

The Orange County Community Foundation is seeking a team player who is highly motivated, innovative, detailed oriented, self-starter for our Executive Assistant position on our Operations team! This position reports to OCCF’s  Executive Vice President & Chief Operating Officer. The role of Executive Assistant is primarily responsible for working collaboratively with the Executive Vice President & Chief Operations Officer (EVP/COO), Director of Information & Technology and Director of People &  Culture to manage daily administrative duties. The Executive Assistant also handles highly confidential information and coordinates various department activities.

RESPONSIBILITIES:

Responsibilities include but are not limited to the following:

• Manage and maintain the daily schedule of EVP/COO, Director of Information & Technology and Director of People & Culture (meetings, travel, materials, expenses).
• Schedule meetings related to operations, technology and human resource activities.
• General office management and office support including maintaining filing systems, screening calls, routing messages, copying and scanning.
• Coordinate internal and external meetings including scheduling, agendas, preparing materials, presentations and catering facilitation.
• Ensure that all follow-up items and documents are completed in a timely manner and are accurate/error-free.
• Assist with assembling materials for operations, technology and human resource projects and activities.
• Handle details of a highly confidential nature. Collect and prepare information as requested, including composing and processing letters, reports, emails and other materials as needed.
• Manage [email protected] email account by providing responses to job application submissions and general inquiries and directing to Director of People & Culture as needed.
• Manage third-party relationships, including but not limited to vendors and contractors, catering companies, and other professional offices.
• Coordinate and assist with phone, virtual and on-site interviews for employee recruitment activities.
• Support credit card and expense reporting approval, submission, and reconciliation activities.
• Research information and provide recommendations as needed.
• Coordinate departmental activities as assigned.
• Interact with other OCCF departments and staff to ensure seamless flow of information.
• Organize and compile quarterly departmental activity reports.
• Suggest ways to improve work process and flow of information.
• Assist with coordinating employee engagement events, group meetings and activities.
• Serve as backup to receptionist on an as-needed basis.

QUALIFICATIONS:

• Bachelor’s degree or equivalent knowledge and experience
• 3 years of experience in executive-level administrative support
• Strong interpersonal skills; ability to effectively communicate, build, and develop relationships with grace and compassion at all levels both inside and outside the organization
• Well-organized with ability to successfully manage multiple projects and prioritize effectively
• Well-developed attention to detail in all facets of work responsibilities
• Reliable, in attendance and timely completion of work/projects
• Highly proficient in computer applications such as Microsoft Office including PowerPoint, Canva and internet research

COMPENSATION & BENEFITS:

The ability to work for an organization with a phenomenal mission, positive team-oriented work environment, a competitive salary (DOE) as well as incredible benefits including Medical, Dental & Vision, 403(b) retirement plan with automatic contribution by the organization, 2 weeks of vacation, 2 weeks of PSL, 10 annual paid holidays and the opportunity for a 9/80 work schedule.

TO APPLY:

For immediate consideration please apply with your resume and cover letter, formatted in Microsoft Word, via: [email protected] to the attention of Sharon Johnson, Director of People and Culture.

Review of applications, nominations, and expressions of interest will begin immediately and continue on a confidential basis until an appointment is made.

WORK LOCATION: (Position not available for remote work)

4041 MacArthur Blvd, Suite #510

Newport Beach, CA 92660

POSITION SUMMARY:

The Orange County Community Foundation is seeking a team player who is a highly motivated, detailed oriented, self-starter for our Administrative Assistant position on our Donor & Community Engagement (DCE) team! This position reports to OCCF’s  Senior Vice President, Donor & Community Engagement. The role of Administrative Assistant is primarily responsible for working collaboratively with the Senior Vice President and the DCE department staff to manage daily administrative duties. The Administrative Assistant also handles confidential information and coordinates various department activities.

RESPONSIBILITIES:

Responsibilities include but are not limited to the following:

• Manage the daily schedule and coordinate appointments for the Senior Vice President of DCE, including responding to meeting requests, coordinating travel, processing expense reimbursements, and mileage reports.
• General office management and office support, including maintaining filing systems, screening calls, routing messages, copying and scanning.
• Collect and prepare information for the Donor & Community Engagement department, including composing and typing letters, reports, emails and other materials as needed.
• Coordinate and lead internal staff department, inter-department and committee meetings, including scheduling, agendas, meeting materials, minutes and tracking follow-up items.
• Maintain filing systems (retrieve documents, records, reports and expenses), screen calls and take messages.
• Assist with managing and maintaining donor and nonprofit records in Raiser’s Edge.
• Research information for donors and prepare personalized donor reports.
• Prepare materials for internal and external meetings and presentations, including scheduling, agendas, meeting materials, minutes and tracking follow-up items.
• Assist with agency events and meetings, including scheduling, invitations, tracking RSVPs, communications, logistics, and materials.
• Assist with front desk reception and other OCCF administrative duties as needed, including answering and managing incoming calls, directing visitors, pick up and distribution of office mail, filing paperwork, meeting set-up and clean-up, and parking validation.
• Provide administrative support for grantmaking, including grant backup paperwork and filing Nonprofit Engagement.
• Respond to nonprofit inquiries regarding how to work with OCCF, requests to set up meetings or site visits, funding requests, competitive grant programs, etc.
• Coordinate scheduling of site visits and Meet & Greets with nonprofits.
• Track site visits with nonprofits new to OCCF as well as current grantees and document site visits in Raisers Edge for the Donor Relations & Programs team.

QUALIFICATIONS:

• Bachelor’s degree (major in Communications or Business preferred) or equivalent knowledge and experience
• 3 years of experience in providing administrative support; nonprofit experience preferred
• Strong interpersonal skills; ability to effectively communicate, build, and develop relationships with grace and compassion at all levels both inside and outside the organization
• Well-organized with ability to successfully manage multiple projects and prioritize effectively
• Well-developed attention to detail in all facets of work responsibilities
• Reliable, in attendance and timely completion of work/projects
• Highly proficient in computer applications and software such as Microsoft Office, Salesforce, Canva and internet research

COMPENSATION & BENEFITS:

The ability to work for an organization with a phenomenal mission, positive team-oriented work environment, a competitive salary (DOE) as well as incredible benefits including Medical, Dental & Vision, 403(b) retirement plan with automatic contribution by the organization, 2 weeks of vacation, 2 weeks of PSL, 10 annual paid holidays and the opportunity for a 9/80 work schedule.

TO APPLY:

For immediate consideration, please apply with your resume and cover letter, formatted in Microsoft Word, via: [email protected] to the attention of Sharon Johnson, Director of People and Culture.

Review of applications, nominations, and expressions of interest will begin immediately and continue on a confidential basis until an appointment is made. The deadline to apply is January 10 at 11:59 p.m.

WORK LOCATION: (Position not available for remote work)

4041 MacArthur Blvd, Suite #510

Newport Beach, CA 92660