Executive Office Administrator

Executive Office Administrator

About the Claude Worthington Benedum Foundation

The Benedum Foundation in Pittsburgh, PA is an independent foundation serving West Virginia and Southwestern Pennsylvania. A leading place-based funder dedicated to supporting rural communities, the Foundation serves as a true partner to area organizations, getting to know the opportunities and challenges, helping to develop initiatives and projects, and forging important partnerships across entities to leverage strengths and resources. The Foundation takes seriously its role in "helping people to help themselves."

Established by Michael and Sarah Benedum and named after their only son, who died at age 20, the Foundation is designed to exist in perpetuity and distributes at least five percent of the market value of assets each year. Currently, the Foundation has assets of about $440M, grants approximately $17.5M a year, and has an annual operating budget of $3M.

The Foundation makes grants in two program areas that serve both states: Education and Economic Development. In addition, the Foundation supports Community Development and Health & Human Services grant programs in West Virginia, and major performing arts organizations within the Cultural District of Pittsburgh.

You can learn more about the Foundation's mission, guiding principles, and work here. An excerpt from the Fifth Codicil of Mr. Benedum's will also provides important context on the intent of his philanthropy.

The Executive Office Administrator Opportunity

The Benedum Foundation seeks a detail-oriented and flexible Executive Office Administrator. This role is the bedrock of the Foundation's organizational infrastructure, providing high-touch executive support to the President and the Board of Trustees, office management, and flexible leadership across administrative and operational functions. This is a dynamic role, requiring a customer-service-oriented individual who is both self-directed and highly collaborative to take on the following responsibilities:

Support to the Board of Trustees

• Provide logistics concierge support to the Board of Trustees and its Committees, including scheduling, travel, lodging, and technology for meetings
• Prepare, review, distribute, and maintain agendas and meeting materials for Board and Committee Meetings
• Coordinate communication between Trustees and Staff
• Maintain the listing of Trustees and Committee members and the Conflict of Interest Schedule
• Implement and maintain the Foundation's Bylaws
• Monitor Foundation governance and other developments that the Board and/or Committees need to know
• Attend meetings as needed and assist with or take meeting minutes

Support to the President

• Work closely with the President to develop and implement policies, procedures, and processes to ensure smooth and efficient operations
• Provide administrative assistance, including writing and editing emails, drafting memos, and preparing communications
• Typical secretarial duties, including anticipating deadlines and workflow
• Organize and manage schedule, including travel arrangements
• Process monthly expense reports
• Attend all Program Staff meetings

Office Administration

• Serve as the liaison to an outsourced IT firm and act as primary point of contact to the Staff for technology issues, including coordinating software and hardware purchases and updates
• Manage vendor contracts and relationships, including conducting due diligence and negotiating, reviewing, and presenting contracts related to the grants database, accounting software, website, and office equipment and supplies
• Maintain all policies and procedures, including the employee handbook, job descriptions, and how-to documentation
• Maintain the vacation and PTO schedule for all Staff
• Lead new employee onboarding and exiting employee offboarding
• Coordinate schedules and agendas for Staff meetings
• Prepare and maintain the Disaster Recovery and Business Continuity Plans
• Work with the Treasurer to review invoices, track office budget line items, and manage inventory and ordering
• Act as the backup to the Grants System Manager
• Manage updates to the Foundation website and serve as liaison to the outsourced Web design and support firm
• Perform general office duties, including reception and kitchen duties

Facilities

• Oversee routine and unexpected maintenance, including cleaning, preventative maintenance, construction, renovation, and repair
• Maintain service contracts for all systems
• Troubleshoot and resolve operational problems for Staff

Candidate Profile

As the incoming Executive Office Administrator, you will possess many, though perhaps not all, of the following characteristics and qualifications:

• You bring at least 10 years of experience in administrative, operational, or other relevant support roles, with prior success in generalist positions that require working across a variety of functions and levels in an organization.
• You have effectively supported executive-level leaders, with the ability to adapt to a variety of work styles and preferences.
• You have experience managing vendors, projects, and logistics; strong computer skills are required, and prior experience with database and website management are considered a plus.
• You demonstrate strong communication skills, with excellent writing, editing, and proofreading abilities.
• You possess strong project and time management skills and a detail-oriented approach to managing work across multiple priorities.
• You are a self-starter who demonstrates initiative, problem-solving skills, and an ability to be successful working independently when appropriate, while also collaborating well within a team.
• You thrive when you are supporting others to be successful; you see issues and inefficiencies and identify solutions.
• You have a warm and engaging personal style that demonstrates honesty and genuine caring.

Contact

Koya Partners l Diversified Search Group has been exclusively retained for this engagement, which is being led by Cassie Scarano and Kirstin Griffiths. Submit a compelling cover letter and resume by filling out our Talent Profile. All inquiries are strictly confidential.

Koya Partners l Diversified Search Group is committed to providing reasonable accommodation to individuals living with disabilities. If you are a qualified individual living with a disability and need assistance expressing interest online, please email NonprofitSearchOps@divsearch.com. If you are selected for an interview, you will receive additional information regarding how to request an accommodation for the interview process.

The Claude Worthington Benedum Foundation is an Affirmative Action / Equal Employment Opportunity employer, which seeks and encourages expression of interest from groups that are traditionally under-represented.

About Koya Partners l Diversified Search Group

Koya Partners, a Diversified Search Group company, is the nation's premier search firm dedicated to mission-driven leadership. Since its founding in 2004, Koya has had an exclusive focus on mission-driven clients and was founded on the belief that the right leader can transform an organization and have a deep and measurable impact on our world. Koya works with nonprofits & NGOs, responsible businesses, and social enterprises in local communities and around the world.

Diversified Search Group is consistently recognized by Forbes on its top 10 list of "America's Best Executive Recruiting Firms" and is an industry leader in recruiting transformational leaders for a changing world. The firm is deliberately different in its approach, with best-in-class teams who have decades of experience in cultivating inclusive leaders, understanding the dimensions of diversity, and building equitable teams.

Learn more about Koya Partners l Diversified Search Group via the firm's website.

To apply, visit https://talent-profile.diversifiedsearchgroup.com/search/v2/21490

jeid-f12beb765942420d94e51b25e8279660