Administrative Assistant - Reach Resilience

Family Endeavors - San Antonio, TX

Full-time - Entry Level

San Antonio, TX

Social Assistance

About the position

The Administrative Assistant at Reach Resilience Family Endeavors Inc. plays a crucial role in providing comprehensive administrative support to the Executive Administrative Assistant, the Director of Grants and Programs, and other foundation staff. This position is essential for ensuring efficient administrative procedures, maximizing productivity, and maintaining smooth office operations. The role involves a variety of tasks including managing daily assignments, preparing documents, coordinating travel, and supporting grantmaking activities.

Responsibilities

• Manage daily assignments and ensure deadlines are met and work is completed correctly.
• Prepare and modify documents including correspondence, reports, drafts, memos, and emails.
• Ensure maintenance of office equipment, including computers and copy machines.
• Maintain office supplies by checking inventory and ordering items regularly.
• Respond to email inquiries about the Foundation and requests for information.
• Welcome guests to the Foundation and handle incoming calls professionally.
• Perform general office duties such as filing, data entry, and processing incoming mail.
• Provide administrative support for grantmaking related activities.
• Assist with travel arrangements including flights, local transportation, and accommodations.
• Track and submit receipts via necessary software.
• Confirm travel-related appointments and details.
• Draft and compose correspondence and presentations as assigned.
• Provide presentation support using Excel, PowerPoint, or other tools.
• Organize and maintain documents in a filing system.
• Assist in ensuring all meeting logistics are met, including reserving rooms and preparing materials.
• Maintain records including grant proposals, reports, and correspondence.
• Respond to nonprofit organization inquiries related to grant cycles.
• Track ongoing projects and grant reporting cycles.
• Conduct research as requested, including constituents and topics.
• Manage and complete time sheets as approved by the Executive Administrative Assistant.
• Coordinate scheduling for the Executive Administrative Assistant and other staff.
• Manage subscriptions and resources related to the Foundation's work.
• Track daily news articles related to the Foundation's work.

Requirements

• Associate's degree required.
• Proven experience in providing exemplary assistance.
• In-depth understanding of administrative procedures.
• Proficient in MS Office (Word, PowerPoint, Excel).
• Analytical mind with problem-solving skills.
• Excellent organizational and multitasking abilities.
• Team player with leadership skills.
• Strong writing and communication skills.

Nice-to-haves

• Experience in philanthropy preferred.
• Proficiency in Zoom and SharePoint preferred.

Benefits

• Flexible working hours as needed for business purposes.
• Supportive work environment free from discrimination.
• Reasonable accommodations for individuals with disabilities.