Rapid City, SD
Posted 3 weeks ago

EXECUTIVE AND PROJECT ASSISTANT

Overview: The Executive and Project Assistant facilitates the mission and goals of the Black Hills Area Community Foundation (BHACF) and Rapid City Collective Impact (RCCI) by providing clerical and operational assistance to the Executive Director and Project Manager. The Executive and Project Assistant works in partnership with the Executive Director, the Board of Directors and other executive staff in all facets of business operations. Primary duties for this position will include answering phones, interacting with clients and the public, setting appointments, handling correspondence, creating documents and reviewing documents. Grant-writing and business-plan development experience a plus.


Essential Duties and Responsibilities:

  • Provides administrative and secretarial support to the Executive Director of BHACF and Project Manager of RCCI.
  • Responds by phone, email and in person to inquiries and other requests about BHACF and RCCI
  • Maintains office schedule
  • Coordinates Foundation and RCCI meetings, including the set up of meeting agendas and supporting materials at the Executive Director’s direction. Take meeting minutes and type minutes following each meeting.
  • Prepare and distribute board packets by the Friday prior to each meeting.
  • Responsible for technology at meetings and events.
  • Responsible for travel arrangements for team
  • Arrange refreshments at meetings, as needed.
  • Assist with event planning/execution and special projects.
  • Conducts regular backup of computer records.
  • Assists in the preparation and processing of merge letters for mailing.
  • Provides support to accounting, development and program functions.
  • Reviews correspondence, plans, proposals, therefore strong proofing and writing skills necessary
  • Researches new grant and funding opportunities for RCCI projects

General Office Management:

  • Organize and coordinate any physical moves of the office.
  • Order, organize and coordinate the supply needs of the office.
  • Manage BHACF / RCCI computer servers, telephone systems and technology needs.
  • Manage all Foundation records per the record retention policy.
  • Landlord / lease liaison

Accounts Payable / Receivable:

  • Provide support to Operations Manager as needed with accounting services.
  • Enter in donations and send thank you letters.
  • Review payables and input voucher requests.
  • Represent BHACF / RCCI courteously and professionally in the office and at community events.
    · As needed runs errands for BHACF / RCCI (USPS, bank, supply stores, etc.)

SCHEDULE: Must be able to work fulltime. Schedule may include occasional evenings and weekends. This will be a flexible, results oriented work environment.

Minimum Qualifications:

Associate’s degree with emphasis in office management or comparable experience in a service oriented office setting. Candidate must be a self-starter capable of working without supervision. Individual will be organized and detail oriented, have a working knowledge of Microsoft Office Suite and Quickbooks. Have the ability to work well with people of widely differing backgrounds. Be adaptable with a can-do attitude for a dynamic office setting. He or she will have basic accounting skills, experience managing relational databases, excellent communication skills – both written and oral, and the ability and eagerness to learn quickly. Good customer service skills and be flexible to perform other duties as assigned.

Working conditions and safety hazards:

  • Must have a valid driver’s license and have own car and insurance.
  • Occasionally must move or lift boxes of material weighing up to 30 pounds

 

Job Features

Job CategoryAdministrative

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