Charitable Advisors LLC
  • 09-Aug-2018 to 24-Aug-2018
  • - Indiana Humanities
  • Indianapolis, IN, USA
  • Competitive and commensurate with experience
  • Full Time
  • Health, dental & vision insurance (company pays part of employee coverage), life insurance, long-term disability insurance and 403b match of 10% after the first year of employment.

Manage general operations across the office and assist the Indiana Humanities team in the areas of administration, operations and organization. 
Indiana Humanities is a dynamic statewide nonprofit dedicated to promoting the public humanities. We are a grant-maker, neutral convener, facilitator, program partner and much more. We are seeking a 'utility player" to join our team – someone who is collaborative, passionate, Indiana-loving, thoughtful, detail-oriented, and an enthusiastic team member.
Duties, Functions and Responsibilities:
• Support IH operations by maintaining office systems including:
   o Manage visitors to the building, including conference room scheduling.
   o Manage outside vendors, including cleaning company, alarm company and other building maintenance services.
   o Manage organization IT needs, including managing IT service providers, troubleshooting problems as needed and managing computer inventory.
   o Manage organization communication and equipment needs, including printer service, postage and conference room equipment.
   o Manage master office database and serve as primary office contact with vendor.
   o Proactively monitor office supply usage, order new supplies as needed and keep supplies stocked, neat and easily accessible.
   o Communicate with vendors, tenants and neighbors about IH special events.
   o Manage staff meeting agendas and take notes.
   o Manage office hospitality so that visitors are greeted, deliveries are accepted and pickup of program supplies are facilitated.
   o Manage relationships with and regularly communicate with office tenants.
   o Assist with in-person or phone inquiries about IH activities.
   o Maintain presentable front office, conference room and break room space.
• Serve as executive assistant to IH Team. 
   o Assist team members in managing calendars, scheduling appointments and task list prioritization and completion as needed.
   o Assist with e-mail correspondence, phone calls and written correspondence.
   o Assist in preparation for meetings and presentations, including preparing PowerPoint presentations and gathering any necessary promotional materials.
   o Organize conference travel plans.
   o Record meeting notes into shared drive.
   o Assist with media tracking, attendance metrics, in-kind receipts and coordinating speaking engagements.

   o Assist with mailings to constituents.
• Assist director of grants with grants administration
   o Oversee the administration of grant paperwork, including agreements, payments and reports.
   o Record and maintain grant-related activities in the Indiana Humanities database.
   o Provide support to grant applicants and recipients, helping to answer questions, provide information, etc.
   o Assist with preparing grant-related communications, including mailings, e-newsletters, press releases, website updates, case studies and more.
   o Assist with updates to grant guidelines, online application forms and other documents.
   o Help to schedule grant review meetings and prepare materials for committee members.
• Support IH Board engagement
   o With support of the President, prepare Board and Executive Committee meeting agendas, accumulating all necessary information to send to members and deliver in a timely fashion.
   o Maintain the Board document library, including contact lists and committee notes.
   o Understand board expectations and, in association with other staff, communicate opportunities to engage.
Knowledge, Skills and Abilities:
• Excellent verbal and written communications skills.
• Excellent interpersonal skills, including ability to work with a diverse group of people.
• Experience with databases and cloud technologies.
• Ability to maintain confidential information with discretion.
• Analytical, problem-solving and decision-making skills.
• Highly organized and detail-oriented. Able to work independently with little oversight. 
• Attention to detail and high level of accuracy.
• Ability to successfully manage multiple projects with varying deadlines at once.
• Comfortable with IT, PC and AV equipment trouble-shooting.
• Proficient in Microsoft Office (Access, Word, Excel and PowerPoint) and PC use.
• Ability to lift up to 50 pounds and traverse flights of stairs.
Characteristics of a Strong Candidate:
• Excited about working at a dynamic nonprofit organization with other smart, motivated people where your hard work has a real impact on the success of the organization – and is both noticed and rewarded.
• A real people person. You are comfortable greeting visitors, embracing our community partners and helping your fellow employees take care of meeting program demands.
• Detail-oriented. You can't live without making lists and taking notes about all the things you need to accomplish each day. 
• A team player who will pitch in and help do what it takes to get a job done.
• Passionate about the humanities and the state of Indiana.
• Motivated to learn new skills and expand the scope of your responsibilities.
• Love and appreciate caring for an historic home.
• Proactive, high-energy and reliable. 
Education and/or equivalent experience:
High school diploma or GED required. Bachelor's degree preferred but not required, as well as previous administrative experience.
Click the APPLY button to submit cover letter and resume by Aug. 24.

This position has been closed and is no longer available.
Charitable Advisors LLC


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