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Opening: Administrative Associate

Publication date: 
January, 2019

Position: Administrative Associate
Organization: United Philanthropy Forum
Location: Washington, DC

Do you take pride in your organizational and time management skills? Are you a skilled user of the latest Microsoft Office technology tools? Do you have a background in administering employee benefits in a small staff environment? Are you successful team contributor? If this describes you, then we are looking for your professional assistance.

Our Administrative Associate manages the day-to-day operations of our office—organizing and maintaining files and records; planning and scheduling meetings, appointments and travel; preparation of accounts payable and receivable materials; and, conducting research and participating with cross-functional team members on select projects.

This is a full-time (37.5 hours) position based in the Forum’s Washington, DC office. Salary starting in the middle 50s and negotiable based on skills and experience, with a competitive benefits package including health coverage and a retirement plan.

As the largest and most diverse network in American philanthropy, United Philanthropy Forum holds a unique position in the social sector to help increase philanthropy’s impact in communities across the country. We are a membership organization of more than 75 philanthropy associations and networks, representing 7,000 foundations and other funders, who work to make philanthropy better. The Forum envisions a courageous philanthropic sector that catalyzes a just and equitable society where all can participate and prosper.

To Apply

Submit a cover letter and resume to careers@unitedphilforum.org. Applications will be considered on a rolling basis.

The Forum is an Equal Opportunity Employer. We are committed to building a culturally diverse team and encourage applications from candidates from diverse backgrounds.

No telephone inquiries please.

Essential Duties and Responsibilities

  • Maintain calendars, schedule meetings, arrange travel, and handle expense reporting and tracking for senior staff, primarily the CEO and Senior Vice President.
  • Schedule and coordinate preparation of materials and communications for board and committee meetings and calls.
  • Take accurate meeting minutes and create timely reports for board and committee meetings.
  • Maintain all corporate files and correspondence records.
  • Coordinate the Forum’s Accounts Payable and Accounts Receivable process, working with the Forum’s outside bookkeeper and accountant.
  • Coordinate the administration of employee benefits, working with the Forum’s benefits broker.
  • Handle mail processing and general office management duties.
  • Assist with maintaining accurate and up-to-date information in our database and electronic files.
  • Develop and manage office systems and files.
  • Provide key administrative and logistical support for the Forum’s annual conference, meetings and events.
  • Serve as a staff liaison for the Forum’s Finance & Administration Peer Community.
  • All other duties as assigned.

Selection Criteria to Qualify for This Position

  • Associate or Bachelor’s degree strongly preferred, but not required.
  • Experience with managing calendars, travel, and expense reports.
  • Experience handling general office management duties.
  • Experience using Microsoft Office products (Particularly Excel, Word, Outlook, PowerPoint).
  • Experience using customer relationship management systems and databases; experience with Salesforce preferred.
  • Excellent writing, editing and proofreading skills.
  • Strong attention to detail and strong planning and organizational skills.
  • Professional demeanor, strong communications and interpersonal skills.
  • Ability to work both independently and collaboratively as a part of a team.
  • Flexibility and willingness to work on a wide range of tasks and projects, and ability to prioritize.
  • Personal qualities of integrity, credibility and a commitment to, and passion for the Forum’s mission.
  • Sense of humor and commitment to excellence.
  • Demonstrated ability to work with a high-performance, collaborative, constructive peer group.

Core Competencies

The Forum team has identified the following core competencies as critical for our work:

  • Building Relationships
  • Communicating Effectively
  • Customer Focus
  • Strategic Agility
  • Supporting Organizational Goals

We have identified the following role competencies as critical for this position:

  • Displaying Technical Expertise
  • Financial Acumen
  • Prioritizing and Organizing Work
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