Hiring Organization Information
Reports to: President & CEO
Position type: Part time, non-exempt
Location: Olympia, WA
Salary: $19.00 to $23.00 per hour; 20-25 hours per week
About the Community Foundation of South Puget Sound
The Community Foundation of South Puget Sound is a community foundation focused on inspiring philanthropy and putting charitable dollars to work for the benefit of people in Thurston, Mason, and Lewis Counties. Since its founding in 1989, the Community Foundation has grown to steward more than $38 million in charitable assets and awarded more than $19 million in grants and scholarships.
We approach our work with a long-term time horizon. Our values of community engagement; diversity, equity, & inclusion; impact; and integrity are at the core of how we go about our work and what makes our vision possible. Read more about us on our website at www.thecommunityfoundation.com.
The Community Foundation of South Puget Sound is seeking an Operations Coordinator to support smooth and efficient operations of the organization and coordinate meetings, events, and special projects across the organization. This position supports board meetings and other internal and external meetings including agenda and meeting packet development, meeting preparation, event support, and planning. The Operations Coordinator also supports the CEO in leading important initiatives across the organization and filling in during staff vacations and vacancies. Excellent attention to detail, great communication skills, and flexibility to adapt to changing needs and priorities are essential for success in the role. This position is based in Olympia, WA, and is expected to work in the office at least 2 days per week.
Essential Duties and Responsibilities:
- Provide administrative support to the CEO
- Coordinate virtual and in-person internal and external meetings and events. Event support includes booking venues and preparing relevant materials, tracking meeting RSVPs, setting up and managing all logistics, taking comprehensive and concise notes, inputting information into internal filing and CRM systems, and driving action items out of the meeting or event
- Represent the organization in a professional and welcoming manner in person, on the telephone, in virtual meetings, and in written correspondence
- Coordinate online Board portal and prepare materials for recurring board and committee meetings
- Assist CEO with collecting, organizing, and archiving files and documents
- Enter data and support grants database, accounting, and customer relationship management systems, pull lists, and conduct mail merges
- Support administrative functions of the office such as answering phones, greeting visitors, checking mail, and scheduling the conference room
- Serve as the project manager for special initiatives led by the CEO
- Assume other responsibilities that arise with the evolving needs and aspirations of the Community Foundation
- A deep commitment to the Community Foundation’s mission and strong alignment with our organization’s values including diversity, equity, and inclusion
- 2+ years of administrative or project management experience (internships and volunteer experience will be considered, as will similar experience in the public or private sectors)
- Outstanding interpersonal, verbal, and written communication skills
- High level of organization; strong attention to detail
- Ability to meet deadlines and handle multiple, competing priorities
- Experience handling confidential information with a high degree of discretion
- Ability to work both independently and collaboratively
- Proficiency in Microsoft Office (Word, Outlook, Excel, SharePoint) and Adobe (Acrobat DC), and the ability to adapt to new technologies
- Experience with CRM platform(s) or the capacity to learn them quickly
We believe valuable experience comes in many forms, so even if your background doesn’t match everything we have listed in the job description, we still encourage you to apply and tell us why your skills and experience could support our work to further the Community Foundation’s mission.
We seek to build an organization that truly embodies the diverse experiences of our South Puget Sound communities. We strongly encourage applications from people of color; immigrant, bilingual, and multicultural individuals; people with disabilities; members of the LGBTQ+ community; and people with other diverse backgrounds and lived experiences.
Physical Demands and Working Conditions
The majority of the work is performed in a general office setting. The job requires the capability of working at a personal computer for extended periods. Event support may require extended periods of physical activity involving standing, walking, and moderate lifting. Staff is currently working remotely. This position will be based in our office in Olympia, WA, and requires in-office presence at least 2 days per week. Periodic early morning, evening, and weekend hours, as well as occasional travel across our region, will be required.
The working conditions described above are representative of those for an employee to successfully perform this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the primary functions of the role.
Health insurance, employer-paid retirement plan, paid sick, vacation, and holidays. Benefits for part-time employees are determined on a prorated number of hours according to their benefit accrual rate.