(50% of time)
- Provide administrative support to the President, including schedule management, handling phone messages and correspondence, making travel arrangements, attending meetings, and taking notes.
- Arrange conference calls and in-house meetings; develop pre-meeting briefings; provide materials for attendees and post-meeting/conference minutes and reports.
- Maintain office infrastructure, order equipment and supplies, screen phone messages, update staff calendar, order food for meetings/events, sort mail, prepare mailings, troubleshoot equipment problems, and monitor vendor contracts.
- Assist with in-person staff and quarterly Board of Trustees and Advisory Board meetings.
- Lead the Foundation’s record-keeping efforts, including scanning, electronically filing, and saving key documents in a shared drive.
- Track the status of proposals and grants, especially with regard to fulfilling narrative and financial reporting requirements; update files as needed.
- Represent the President and Foundation in meetings as needed.
- Monitor accounting-related emails; prepare bimonthly lists of invoices and vendor/grantee payments and submit them to the accountant; process and mail checks.
- Update vendor and grantee payments in the Foundation’s grant-tracking system.
- Collaborate with the Foundation’s accountant to reconcile monthly credit card statements and other tasks as necessary.
- Maintain internal databases of key HopeStar Foundation contacts.
- Support planning of Board meetings, thought-leadership events, and grantee/funder collaborations, including Trustee and Advisory Board communications; serve as secretary during Board meetings with keeping minutes as the main function.
- Monitor the Foundation’s email account and respond to inquiries and requests for information.
- Work closely with the program consultant to create and execute a quarterly newsletter.
- Serve as a brand ambassador in all aspects of the role.
Compensation and Benefits
- Bachelor’s degree with 5 years of relevant experience in the nonprofit sector, administrative support, communications, etc.
- Proficient use of Microsoft Office (Excel, Word, PowerPoint) and Zoom. QuickBooks Online knowledge is a plus.
- Ability to multi-task, prioritize, and follow through to effectively manage work and meet tight deadlines.
- Exceptional attention to detail and organizational skills; demonstrated abilities in organization, prioritization, time management, and problem-solving.
- Excellent written and oral communication skills with the ability to communicate with diverse stakeholder groups, including grantees, Board, staff, and program partners.
- Good judgment and ability to act independently within established guidelines.
- Self-starter who enjoys being part of a small team that often pursues an all-hands-on-deck approach to the work.
- Ability to maintain discretion and confidentiality.
- Demonstrated interest in and compatibility with the Foundation’s mission and values.
- Some travel is required.
This is a full-time, exempt position with a salary range of $55,000 – 60,000, commensurate with background and experience. Employee benefits include generous paid time off, eleven company holidays, and paid parking in the office’s adjacent lot. The office is within walking distance of a light rail stop and bus station. The office is a dog-friendly workplace.
Please send a resume, thoughtful cover letter, 1-2-page writing sample, names of three references (at least two professional), and any other information that might be useful in evaluating your candidacy for this position as a single pdf attachment (filename: LastName_FirstName.pdf), addressed to Sylvia Abney, at email@example.com
, with the email subject “Executive Program Associate.”
Applications will be accepted until the ideal candidate is identified. Candidates of interest will be contacted within one business day.
About the HopeStar Foundation
The mission of the HopeStar Foundation is to build capacity and align systems to ensure all families with children aged prenatal to five are healthy, educated, and empowered.
We are a small family foundation that utilizes all available resources to achieve this ambitious mission. We focus our work on systems change through advocacy, convening, and partnerships with public and private organizations across the state and nationally. Our goal is to leverage resources, build data infrastructure, and increase awareness to achieve a collective impact on issues around maternal health and early childhood resiliency.
To learn more about our history and work, please visit: https://www.hopestarfoundation.org/about
The HopeStar Foundation celebrates the diversity of our nation and community, and we seek to build a team that reflects that diversity. We welcome and encourage all qualified applicants who share that vision, and we want to engage all those who can contribute to our work and the mission. We encourage any individual to apply for this position, and we do not discriminate based on ethnic, racial, gender, socioeconomic background, or on any other basis prohibited by applicable law. The Foundation abides by all applicable rules and regulations in recruiting and employment practices, including the Americans with Disabilities Act and state disability laws.