Coordinator and Assistant to the Vice President of Communications & Marketing

$55,000 - $70,000/Yr

The Rhode Island Foundation - Providence, RI

Full-time

Providence, RI

Religious, Grantmaking, Civic, Professional, and Similar Organizations

About the position

The Rhode Island Foundation is seeking a Coordinator and Assistant to the Vice President of Communications & Marketing to provide essential support within the Communications & Marketing Department. This role is pivotal in ensuring the smooth operation of the department, primarily assisting the Vice President and also supporting colleagues within the team. The Foundation, which has been a cornerstone of nonprofit funding in Rhode Island since 1916, is dedicated to addressing the state's most pressing issues through its fundraising, grantmaking, and civic leadership efforts. In this dynamic and fast-paced environment, the Coordinator will be responsible for delivering high-level customer service through various channels including phone, email, and in-person interactions. The role involves complex scheduling and calendar management, which requires interacting with a diverse range of stakeholders including public officials, grantees, and donors. Additionally, the Coordinator will manage department expenses and prepare expense reports, greet guests, and reserve and prepare meeting spaces for both in-person and virtual gatherings. Event coordination and logistics will also be part of the responsibilities, along with maintaining the Foundation's databases, preparing meeting agendas and minutes, and assisting with cross-departmental coordination. Attention to detail and accuracy are critical for success in this position. Familiarity with the Foundation's programs and processes will be essential, as well as a working knowledge of communications, marketing, and public affairs. The ideal candidate will possess a minimum of five years of experience as an administrative or executive assistant in a fast-paced environment, preferably in a professional office setting with customer contact. Proficiency in Microsoft Office programs, data entry, reporting, and document preparation is required, along with some familiarity with databases. A college degree or administrative assistant certificate is preferred. The successful candidate will be a strong team player, customer-focused, dependable, proactive, adaptable, detail-oriented, and organized. They must be able to balance competing priorities while maintaining confidentiality. A positive attitude and a commitment to the Foundation's mission and vision, as well as equity for all, are essential. Strong problem-solving and analytical skills, along with excellent verbal and written communication abilities, are also necessary for this collaborative role.

Responsibilities

• Provide high-level customer service via phone, email, and in-person interactions.
• Manage complex scheduling and calendar for the Vice President of Communications & Marketing.
• Interact with Foundation stakeholders, public officials, grantees, and donors.
• Manage department expenses and prepare expense reports.
• Greet guests and reserve meeting spaces for in-person and virtual meetings.
• Assist with event coordination and logistics.
• Work within the Foundation's databases of record.
• Prepare meeting agendas and minutes.
• Prepare correspondence and assist with cross-departmental coordination.

Requirements

• Minimum of five years' experience as an administrative or executive assistant in a fast-paced environment.
• Experience in a professional office setting with customer contact is preferred.
• Proficiency in Microsoft Office programs and technology skills including data entry and reporting.
• Familiarity with communications, marketing, and public affairs is a plus.
• A college degree or administrative assistant certificate is preferred.

Nice-to-haves

• Strong problem-solving and analytical skills.
• Strong verbal and written communication skills.
• Ability to maintain confidentiality.
• Experience in event coordination.

Benefits

• Salary range of $55,000 to $70,000.
• Excellent benefits package.
• Commitment to a diverse work environment.