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Office Administrator

Job Purpose:

Manage logistics and administrative needs of the office pertaining to internal staff, visitors and external vendors. The Office Administrator supports both the McCune Foundation and the Pitcairn-Crabbe Foundation.

Principle Responsibilities:

  • Coordinate office activities and operations to ensure efficiency and compliance to company policies.
  • Responsibilities also include liaising with the Foundation's technology support firm, and other technology vendors.
  • Support data entry and information tracking in Foundation database. Ensure the Foundation's electronic records are accurate and current. Provide backup to the Grants Manager as requested.
  • Manage phone calls and correspondence (e-mail, letters, packages etc.).
  • Provide information to prospective grantees on proper application procedures.
  • Welcome and serve as primary point of contact for all visitors entering the Foundation office space.
  • Serve as main point of contact with building management in response to any maintenance, janitorial and physical plant needs.
  • Maintain the calendar for the Executive Director, program staff members and assist other staff members in scheduling as needed. Responsibilities also include preparing and collating meeting materials.
  • Maintain inventory of office supplies and place orders when necessary. 
  • Manage all office equipment including maintenance, supply orders and contracts.
  • Support logistics for Distribution Committee (MF) and Board (P-C) meetings including transportation, office preparation, travel logistics, catering, and scheduling needs.
  • Maintain comprehensive, secure and accurate filing system for all Foundation documents.
  • Support the Grants Manager by completing letter templates and identifying appropriate communication processes.
  • Conduct research on potential grantees as needed.
  • Help prepare and copy Agenda books for Board meetings, in collaboration with the Grants Manager.
  • Assist with regular office mailings, including grant contracts and transmittals.
  • Manage vendor contracts, invoicing and inquiries as required.
  • Assist Executive Director with staff development activities.

Knowledge, Skills and Abilities:

  • Advanced knowledge of Microsoft Office Suite and web-based communication tools.
  • Exceptional interpersonal and customer service skills.
  • Strong verbal and written communication skills.
  • Ability to manage priorities and meet deadlines.
  • Strong organization and time management skills with incredible attention to detail.
  • Works collaboratively with a team.
  • Self-starter and entrepreneurial.
  • Knowledge of Mac computers desired but not required.

‚ÄčExperience and Education Requirements:

  • Proven experience as an office administrator, office assistant or relevant role within a corporate environment.
  • Qualifications in secretarial studies will be an advantage.
  • High school diploma required; Bachelors degree in office administration or relevant field preferred.

Working Conditions:

  • Working within an office setting, requiring long periods of sedentary work. 
  • Utilize office equipment including computer, phone, copy and scanning machine and fax.
  • Communicate verbally and in writing with high volume of people daily
  • Perform light work - exerting up to 20 pounds of force frequently, and/or a negligible amount of force constantly to move objects.
  • See, hear, talk and perform tasks requiring manual dexterity; kneeling, standing, walking, crouching, stooping, reaching and other similar tasks requiring physical activity.
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