Administrative Assistant - Reach Resilience

Reach Resilience is a national grant-making foundation (the “Foundation”) headquartered in San Antonio and is committed to serving communities in crisis by advancing economic security, well-being, and disaster recovery. In 2021, the Foundation was formed by Endeavors, a non-profit organization founded more than 50 years ago, which today provides social services to private agencies and local, state, and federal governments. The Foundation provides funding to support mission-aligned organizations, and to advance the work of Endeavors in the communities it serves or aims to serve. The Foundation works closely with community organizations, local leaders, and other funders to identify and address needs across the nation.

JOB PURPOSE – Administrative Assistant:

This position provides administrative support to the Executive Administrative Assistant, the Director of Grants and Programs, and to other foundation staff, as needed. This position ensures the most efficient administrative procedures for projects. The Administrative Assistant serves an integral role in the office suite and assists with all administrative support by maximizing productivity and working to ensure that the office runs smoothly.

ESSENTIAL JOB RESPONSIBILITIES:

General Duties

• Manages daily assignments and ensures deadlines are met and work is completed correctly;
• Prepares/modifies documents including correspondence, reports, drafts, memos, and emails;
• Ensures maintenance of office equipment, including computers, copy machines and other equipment as necessary;
• Maintains office supplies by checking inventory and ordering items regularly;
• Responds to email inquiries about the Foundation and requests for information;
• Welcomes guests to the Foundation and answers all incoming calls to ensure professional handling and directing, as needed;
• Performs general office duties such as filing, data entry, and processing incoming mail;
• Provides administrative support for grantmaking related activities.

Travel Coordination

• Assists with details associated with travel arrangements including flights, local transportation and accommodations, as needed;
• Tracks and submit receipts via necessary software;
• Confirms travel related appointments and any other travel details.

Correspondence/Presentations

• Drafts and/or compose correspondence and presentations as assigned;
• Provides presentation support, Excel Spreadsheets, PowerPoint, or other presentations;

Organization of Files and Records

• Organizes and maintains documents in a paper and/or electronic filing system(s);
• Serves as keeper/tracker of organizations documents.

Meeting Preparation

• Assist in ensuring all meeting logistics are met including but not limited to reserving rooms, room set-up, ensuring rooms are equipped with necessary technology and supplies, ordering/picking up food and drink, and all meeting related activities;
• Ensures all meeting presentation materials are prepared, printed, and ready in advance.

Grantmaking Support

• Maintains records including grant proposals, reports, correspondence, and media pieces;
• Responds to nonprofit organization inquiries related to grant cycles;
• Tracks ongoing projects and grant reporting cycles;
• Performs due diligence of potential grantees as part of the funding request review process, as needed;
• Inputs information into grant management software.

Other Key