Description

Position Purpose & Overview

The Administrative Support Coordinator provides high-level administrative support primarily to the Executive Office, Finance, and Philanthropy departments, including schedule coordination, senior leadership support, board committee administration, and internal and external communications.

 The Coordinator supports finance and philanthropyrelated administration, working closely with senior leadership, board, and committee members, donors, and staff across departments. This position requires strong organizational skills, discretion, attention to detail, and the ability to prioritize multiple responsibilities while collaborating effectively across departments.

Duties & Responsibilities 

Organization Support (20%)

• Support the Executive Office activities, including planning retreats and special projects. 
• Perform general administrative and clerical functions, including photocopying, mailing, filing, and records management.
• Serve as backup support for phones, visitors, and mail handling.
• Perform occasional coverage for the Community Foundation Campus staff during lunch breaks or staffing shortages, including greeting visitors and answering phones.
• Assist other departments with administrative support as needed to support organizational efficiency.

Finance Department Support (40%)

• Coordinate internal and external meetings for the Chief Financial Officer (CFO).
• Schedule outside investment manager meetings in collaboration with the CFO and Vice President, Philanthropy.
• Filter and route questions from Philanthropy and Finance.
• Assist with material preparation, stuffing envelopes, and mailing projects as needed.
• Coordinate and manage Board of Trustee committee meetings (both in-person and hybrid), where the CFO serves as the primary staff liaison.
• Manage Board of Trustee committee membership within CFSA’s board portal.
• Assist in preparing agendas, meeting materials, and committee packets; record, draft and distribute accurate minutes and track action items.
• Manage annual committee member documents, including Conflict of Interest and Confidentiality forms.
• Track and process assigned policy reviews according to established timelines.
• Support special projects such as organizing and maintaining electronic records, supporting seasonal work, and internal audit projects.

Philanthropy Support (40%)

• Coordinate internal and external meetings for VP of Philanthropy, including meetings with donors.
• Monitor and triage the general Philanthropy email inbox.
• Respond to or route donor inquiries regarding making grants and gifts.
• Provide database and data-entry support, including entering meeting notes and follow-up actions, creating, and updating profiles and opportunities and assisting with running reports such as weekly gift reports, board reports, and mailing lists, as requested.
• Support CFSA Properties by scheduling meetings (one annual meeting per year and additional meetings as needed), prepare minutes, and manage votes.
• Assist with special projects, such as tracking inactive funds, cross training on fund related processes to provide backup support, and supporting Committee Advised Fund activities.

Requirements

Experience Qualifications, and Skills

Minimum Qualifications

• Three or more years of experience providing administrative support to senior leadership, including boards of directors or trustees.

• Ability to use discretion, sound judgment, and confidentiality.

• Excellent organizational skills and attention to detail with the ability to manage multiple projects and timelines.

• Excellent written and verbal communication skills, including proofreading and minute taking.

• High level of proficiency in a Microsoft office and working in Windows environment.

• Commitment to continuous learning and process improvement.

• Excellent interpersonal skills with a willingness and ability to work cooperatively with a diverse population with a commitment to creating an inclusive atmosphere where differences are understood, valued, and respected.
• An understanding and appreciation of the diversity found within southern Arizona, including the ability and commitment to work with all individuals regardless of race, color, gender, sexual orientation, sexual identity, age, religion, marital status, disability, national origin, and military status.

 Preferred Qualifications

• Nonprofit or philanthropy experience.
• Senior Leadership support experience (calendar, travel, meetings).
• Board portal/governance experience.
• Donor database/CRM experience and basic reporting.
• Bilingual English/Spanish (preferred).

General

We know there are great candidates who will not fit everything we have described above or who have important skills we have not considered. If that’s you, do not hesitate to apply and tell us about yourself.

The above statements are intended to describe the general nature and level of work being performed by an employee assigned to this job. This is not intended to be an exhaustive list of all responsibilities, duties, and skills required of personnel incumbent in this position.