Executive Assistant

Ignite Philanthropy
308 E 8th St.
Cincinnati OH 45202

Job Type: Salaried, Full-Time

Compensation: $50,000 - $65,000

Posted Date: 09/07/2023

Apply today as an Executive Assistant for Ignite Philanthropy.

About Ignite Philanthropy

Aspiring to maximize the power of giving, Ignite Philanthropy works with private donors and non-profit organizations to leverage their resources and ideas to achieve a more significant impact in the communities they serve. Ignite Philanthropy serves the entire philanthropic and non-profit sector—from individuals, companies, and foundations seeking to manage and enhance their charitable giving to non-profits looking for an experienced partner to help raise capital to accomplish their mission.

Ignite Philanthropy’s Non-Profit Services Division provides strategic fundraising services and manages multi-million-dollar fundraising campaigns for non-profit clients. Our Non-Profit Services team combines a deep knowledge of the local donor landscape, decades of non-profit fundraising and management experience, and a track record of completing major capital campaigns for organizations in Cincinnati and nationwide. Our team has raised more than $300 Million in private dollars for non-profit capital projects and initiatives.

Executive Assistant

Job Description

Reporting to the Director of HR & Operations, the Executive Assistant supports the company’s operational functions by providing executive support, business development support, and office management. The Executive Assistant provides direct scheduling and administrative support to three members of the firm’s Executive Team and operations and office management support to the entire team. This position offers an opportunity to learn about and be connected to the philanthropy sector and the Greater Cincinnati community.

This position operates rapidly and requires high discretion in handling confidential information. Clear communication, a proactive mindset, advanced organizational skills, and the ability to prioritize are necessary. The ideal candidate will be detail-oriented and eager to undertake additional projects and tasks. Professionalism, a service-oriented personality, excellent organizational skills, and exemplary written and oral communication skills are critical.

Job Responsibilities

• Executive & Team Support

  • Maintain the CEO and two SVPs calendars with acute attention to detail, ensuring all arrangements were made for meetings and conference calls, including but not limited to booking rooms, making reservations, and preparing materials.
  • Coordinate and schedule client and stakeholder meetings that involve the CEO and the SVPs, brief them on their schedules, and ensure they are prepared with any needed materials.
  • Draft emails, decks, or other materials for CEO.
  • Determine priority of matters of attention for the CEO and the SVPs; redirect cases to team members to handle or handle issues personally, as appropriate.
  • Maintain confidential files and updated contact and account records in Salesforce for contacts interacting with the CEO and SVPs, including maintaining meeting records, notes, and profile information.
  • Coordinate regional and domestic travel arrangements for CEO and occasionally other Executive Team members and execute arrangements for their attendance at local fundraising events, board meetings, and social events.
  • Manage CEO emails and manage tasks to keep operations running efficiently
  • Provide logistical and administrative support for Ignite’s Board of Advisors, including but not limited to scheduling meetings, booking rooms, and ordering lunch.

• Business Development Support

  • Provide support for business development efforts through managing pipeline reports and ensuring Salesforce records are up to date.
  • Support in a proactive business development process that includes scheduling meetings, ensuring communication to prospects is timely by helping to draft materials and follow-up responses, managing the delivery of proposals/memos, signing contracts, and keeping information up to date in Salesforce.
  • Proofread and draft correspondences and documents as needed.
  • Conduct initial research on prospect organizations and affiliated contacts and maintain Salesforce data for new connections.
  • Manage the client onboarding process by collecting contract signatures, managing Salesforce records, and setting up company files and project management support for client teams.
  • Additional assistance in managing the prospect life cycle as assigned.

• Operations & Office Support

  • Serve as a corporate member of the Ignite Philanthropy team to support company operations and all divisions.
  • Provide company general operational and project support in partnership with the Director, HR & Operations.
  • Be the face of Ignite Philanthropy by addressing and responding to phone calls, greeting guests, and providing exceptional hospitality.
  • Provide general office management through coordinating the company’s mail, ordering supplies, responding to general maintenance requests, and managing relationships with cleaning and supply vendors.
  • In coordination with the corporate team, manage the company’s events calendar and support company event planning efforts.
  • Support planning recognition activities and gifts for new hires and team birthdays, work anniversaries, and other events.
  • Manage sending gifts to clients/partners for holidays, memorials, birthdays, etc.
  • Assist in company accounting by managing account payables, vendor payments, client deposits, and monthly credit card coding for the Executive Team.

• Corporate Culture

  • Solutions Driven – Our work is rooted in our ability to develop solutions to help our clients achieve their philanthropic goals. We take the lead in co-creating the path to our clients’ success.
  • Adaptive – Building the right strategy requires us to remain humble so we may continually learn and adapt. We embrace listening, questioning, and experimentation as the foundation of our adaptive mindset.\
  • Team-Centered – No single individual has the knowledge and experience to navigate all aspects of our work successfully. We thrive by taking a team approach, ensuring we bring diverse tools and talent to successfully tackle our clients’ complex challenges.
  • Service Minded – Through our clients’ generosity, we can serve our community. We take this responsibility seriously, personifying the spirit of our sector.

Qualifications

• A minimum of five years of relevant experience.
• Superior organizational skills and ability to multi-task.
• A self-starter eager to tackle changing tasks and projects thrives in a fast-paced environment.
• Proven ability to prioritize conflicting needs and address matters expeditiously, proactively, and diplomatically.
• Proven ability to anticipate business needs and use critical thinking and solutions-oriented approaches.
• Exceptional attention to detail and impeccable follow-through.
• Exemplary written and oral communication skills.
• Ability to earn trust, confidence, and respect amongst the internal team, clients, and external stakeholders.
• Ability to discern and administer confidential matters.
• Strong display of professionalism, poise, positive attitude, and service-orientation.
• Computer skills – must be highly skilled in the use of Microsoft Office Suite: Word, Excel, Outlook, and PowerPoint, Google Suite, specifically Google Calendar, and have the ability to learn common software platforms.
• Knowledge of and experience in the non-profit sector and working within the philanthropic community is preferred.
• Be able to work in the office 3-4 days/week.

Physical Requirements

• Prolonged periods sitting at a desk and working on a computer.
• Must be able to lift to 15 pounds at times. \

Compensation & Benefits

• Ignite Philanthropy offers a competitive salary and benefits package commensurate with experience.
• The salary range for this position is $50,000 – $65,000 annually.
  Elective health, dental, and vision insurance (75% of the employee’s premium is employer-paid).
• Short- and Long-Term Disability and Life Insurance (100% of the premium is employer-paid).
  401(k) retirement savings plan with a 4% employer contribution that employees may elect to participate in the quarter immediately following their hire date.
• Discretionary annual bonus and profit-sharing contribution.
• Fourteen (14) paid holidays, which includes six (6) business days at the end of the calendar year.
• One hundred twenty hours of paid leave (PTO) used for vacations and planned absences.
• Flexible Discretionary Leave is used for short-term health-related or personal absences.
• Eight (8) hours of Volunteer Leave are used for community volunteering.
• Twelve (12) weeks of partially paid Parental Leave.
• Ignite provides the following stipends to offset employee’s costs:
• Home Office/Technology Stipend – $400/one-time, upon hire
• Parking Stipend – $80/month
• Phone/Internet Stipend – $50/month
• Wellness Reimbursement – $200/annually
• Ignite is fully committed to employees’ growth and offers opportunities for continued professional development.
• Ignite supports a flexible work environment. However, rIgnite’sgular office attendance must support Ignite’s business needs (typically three days/week).

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