Professional Executive Assistant (Full-Time)

The Spartanburg County Foundation seeks a full-time executive assistant to provide high level executive administrative support to the President & CEO and Chief Operating Officer. This position performs a wide variety of executive level and confidential responsibilities and interacts professionally with Board members, staff, donors and potential donors, general public and all Foundation constituents. The executive assistant also manages the Foundation's online board portal, BoardEffect, for distributing board information.

Specific Responsibilities:

Listed below are major duties and responsibilities of this position. It is not designed or intended to cover or contain a comprehensive listing of the activities, duties, or responsibilities of the employee.

• Serves as the senior administrative assistant and provides leadership to ensure that all areas of the Foundation’s administrative support work is carried out with the upmost efficiency and professionalism.
• Provides executive administrative support to the Chief Executive and Chief Operating Officers of the Foundation in all aspects of the Foundation.
• Provides administrative support for the Board of Trustees, and Executive and Governance Committee and other committees as assigned. This includes making arrangements for meetings, developing meeting agendas, memos and reports; attending meetings and taking minutes, trustee communications, filing and distributing meeting minutes while maintaining the confidentiality of information.
• Manages and tracks vacation and sick time of employees, and maintains personnel files, etc.
• Works with the Chief Operating Officer to complete all new hire paperwork including tax forms and insurance enrollment, new business cards and nametags for new hires and programs door entry cards for staff (including replacement cards).
• Maintains and updates the Trustees Personnel Notebook as appropriate and under the general supervision of the Chief Operating Officer.
• Updates the Foundation’s Personnel Policies and Standards of Procedures as required under the direction of the Chief Operating Officer and legal counsel.
• Under supervision of Chief Operating Officer, manages the Foundation’s confidential personnel records and human resource consulting contracts.
• Manages and handles all scheduling for the executive leadership team which includes scheduling meetings and keeping electronic calendars current, making arrangements for conferences and meetings, assembles background materials and makes travel arrangements.
• Sets up/take downs meeting rooms for Board of Trustees and other meetings as assigned.
• Provides phone/customer service/front desk back up as needed when other administrative personnel are unavailable.
• Manages the flow of information from the executive leadership team which includes handling requests for action or information, relaying requests to appropriate staff, assuring the information is accurate and furnished in a timely manner.
• Handles routine requests for information and opens incoming mail, logging contributions in the Gift Check Log.
• Coordinates and manages the Foundation’s internship program

Job Specifications:

1. Bachelor’s Degree in a related field and a minimum of five years’ experience working for executive level management.

2. Must have advanced skills and proficiency in Microsoft Office computer software applications such as Word, Outlook, Excel and Access.

3. Must maintain professional attire and positive attitude.

4. Strong organizational and time management skills are essential.

5. Requires excellent verbal and written communication skills and a demonstrated ability to scribe minutes.

6. The ability to establish work priorities and remain flexible while managing shifting priorities.

7. Commitment to confidentiality.

8. Strong social and interpersonal skills.

9. Willing team member and supportive colleague.

10. Must be a resident of Spartanburg, SC.