Operations Associate

The Operations Associate serves as the first impression for the Connelly Foundation and will professionally represent the Foundation. The Operations Associate serves as a liaison for the entire staff via phone, greeting visitors, directing communications, taking care of hospitality such as refreshments for visitors and assisting with the food/beverages for the Board and other meetings.   The Operations Associate orders and maintains office supplies and puts them in their appropriate place and are also responsible for the order and cleanliness of the kitchen and supply room.  In addition, the Operations Associate assists with initiatives and other program-related tasks as requested and performs all scheduling for the President, Executive Vice President, and Chief Financial Officer. 

Primary duties: 

• Handles all scheduling for the President, Executive Vice President, and Chief Financial Officer. Provides travel and scheduling support as requested and processes executive expense reports. Supports this executive trio with varied administrative support functions.  Assists with making copies, filing, and imaging. 
• Maintains order and cleanliness in the kitchen and overall cleanliness of the office, workroom, and reception areas. Starts and unloads dishwasher daily. Handles all office deliveries.
• Ensures that adequate supplies for all equipment are on hand.  Assists with upkeep of copier, postage machine, office plants, and other office equipment as requested. 
• Answers phone calls, assists callers with information, and directs calls to the appropriate person. Maintains a phone record log, provides monthly phone report, and knowledge base. 
• Circulates and distributes daily mail and sends trustee mail weekly by U.S. postage.
• Checks and distributes info email account outreach on daily basis.
• Provides monthly spending reports, website activity reports, phone reports, and IT reports.
• Supports staff meetings in every aspect as asked and takes minutes of meetings. 
• Maintain inventory databases. 
• Manages events/sponsorships. Creates invites, maintains RSVP, and updates event spreadsheets.
• Assists visitors coming to the Foundation – with professional greeting and support.
• Coordinates and sets up/cleans up refreshments for meetings and luncheons.  Occasionally will need to arrive at the Foundation early or stay later to help set up or break down a meeting.

Program and Administrative Related Duties

• Assists with the Foundation’s programs including mail merges, labels, photocopying, nametags.
• Attends special events as requested. Supports events and event planning as requested.
• Assists the scholarship program with administrative support including, database updates, correspondence, summer scholar program, survey development and collection, rsvp for events.
• Supports all board meeting related activity including but not limited to board outings, board meetings, posting of materials, set up, correspondence, and food orders. 
• Serves as back-up in the absence of other Administrative Assistants.
• Responsible for the production of the monthly trustee report. 

QUALIFICATIONS:

• Strong organizational, communication, and interpersonal skills.  Detail-oriented and accurate. 
• Excellent writing and grammar skills.  Ability to compose letters.
• Excels at scheduling multiple parties and providing executive level support. 
• Demonstrates a pleasant, positive, polished, and upbeat manner in dealing with people. 
• Computer skills (Microsoft Office)—particularly word document and spreadsheet skills.  
• Access and PowerPoint knowledge is a plus. 
• Confidentiality, flexibility, dependability, and diplomacy are essential. 
• Must be able to work as a team member but also able to work independently. 
• Able to handle several tasks at once, to prioritize, and meet deadlines.