Administrative Assistant- Receptionist (AP)

Organization Background

Arbor Philanthropy provides support to a network of five independent family foundations with a focus on lasting impact. Committed to working with the same entrepreneurial spirit that inspired founders Gerald and Henrietta Rauenhorst, we build meaningful connections for social good. Arbor leverages program expertise and cross-foundation opportunities. Our staff provide strategy, governance and program counsel, along with centralized grants management and other services.

Position Summary

The administrative assistant’s primary responsibilities are to provide office reception, maintain office supply inventory, equipment and technology support, employee engagement activities, provide administrative support to Grants Management & Learning and Communications departments, and backup support as needed to Arbor needs overall.

Reporting and Collaborative Relationships

The administrative assistant reports to and is supervised by the ­­­Office Manager with a dotted line to the Director Grants Management & Learning (GML) and Communications Director.  Works collaboratively with administrators across foundations.

Primary Responsibilities

  1. Office reception and administration
  2. Monitor and order all supplies – kitchen, office etc - anticipate, manage requests, escalate special requests for approval, fill, monitor budget
  3. Liaison with external parties related to office functions
  4. Provide administrative support to Communications department
  5. Work as part of a team on associate engagement.  Schedule and assist in planning staff meetings, annual retreats and other staff activities
  6. Work as part of team to ensure customer focus, achievement of high professional standards and commitment to a productive work environment. Provide assistance to others and requests assistance from others as workloads require. General administrative support to Arbor colleagues.


The administrative assistant is an experienced administrative professional with a minimum of three to five years’ administrative experience, an active curiosity, interest and experience in communications, and a genuine commitment to work to support a team to ensure clear customer focus, a productive work environment, and the achievement of high-quality work.

  • Minimum of two years of relevant post-secondary education required, two-year degree preferred
  • Excellent customer service skills and a positive attitude
    • Proficiency in Microsoft Word, Excel, PowerPoint, and Outlook software required, with experience generating clear, concise communications using these software
    • High degree of accuracy and attention to detail
    • Experience managing databases
    • Experience using a variety of social media platforms
    • Strong organization and prioritization skills including the ability to handle multiple projects simultaneously, create/request clarity on multiple priorities, and accomplish tasks under a deadline
    • Strong writing and communications skills
    • Patience, flexibility and adaptability with the ability to react positively and quickly to last minute changes in logistics or needs
    • Strong interpersonal skills to effectively work with, and relate to, a diverse group of team members
    • Experience handling highly confidential matters in an appropriate manner
    • Confidence embracing new technologies
    • Ability to show initiative, willingness to learn and take on responsibilities as a contributing team member
  • Three to five years' secretarial and/or administrative experience required, preferably with a grant-making foundation, nonprofit organization, or professional office (such as a consulting or accounting firm)

Working Conditions

This is a typical office environment in which employees use office equipment like personal computers, copiers, telephones; stand or sit at a desk for long periods of time (2-3) hours; may need to lift and move documents and supplies (not to exceed 25 lbs.); and bend to file or retrieve documents.

 To Apply

Send cover letter and resume to [email protected] by April 21, 2017.

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