Administrative Coordinator

Position:                          Regular, Full Time, Non-Exempt

Department:                  Finance

Reports to:                      VP Accounting, VP Finance, & VP Real Estate

Supervises:                      N/A

Work Model:                  Hybrid

Organizational and Program Background

For more than 109 years, the Cleveland Foundation has worked with donors, nonprofit organizations, and community partners to enhance the quality of life for all Greater Cleveland residents. With a focus on Cuyahoga, Lake, and Geauga counties, the foundation builds community endowment, addresses need through grantmaking and social impact investing, and provides leadership on vital issues. The Cleveland Foundation is the world’s first community foundation and one of the largest today, with approximately $3 billion in assets.

Summary: The administrative coordinator role supports the VPs of Accounting, Investments, and Real Estate (“Senior Team”) working collaboratively in a high-performance team structure, handling highly confidential information and demonstrating mature, professional demeanor and sound judgment when dealing with internal and external constituents. All work includes looking at projects and vendor selection from a racial equity perspective.

Essentials Functions and Expected Outcomes:

Administrative

• Support senior team administrative needs with calendar maintenance, greeting, meeting preparation, travel, and expense reports.
• Coordinate with outside persons and entities to schedule meetings, events, and deadlines for the leadership team.
• Provide backup and support to the Finance Operations Associate as required by the Chief Growth Officer & CFO.
• Ability to use independent judgment and initiative to help the team prioritize and organize business and scheduled commitments efficiently and effectively.
• Skilled in drafting correspondence, preparing agendas, and sharing materials with work teams and project leads as needed.
• Respond to inquiries from outside partners and obtain information to respond as needed.
• Special projects are requested.

Meetings

• Review and assist with preparing presentations; effective PowerPoint and Excel skills are required.
• Prepare meeting materials, take minutes as needed, and assign follow-up responsibilities to the team as required.
• Prepare onboarding materials for new hires and Board members as needed.
• Assist with preparation of meeting materials for finance-related committee meetings in partnership with Finance Operations Associate.
• Update documentation for the Enterprise Risk Management and Internal Audit committees.

Accounting and Investment Support

• Prepare federal and state tax filing extensions and monitor estimated tax payments.
• Coordinate with the Philanthropy team on joint materials needed for presentations.
• Send out quarterly asset allocation requests to brokers and follow up on missing information in a timely manner.
• Participate in information collection of investment activities related to diversity initiatives, manager surveys, and other public commitments.
• Assist on schedules for auditors as needed.
• Preparation of subscription and investment account-related documentation and managing obtaining appropriate signatures

Land Development

• Assist with projects regarding the Midtown Collaboration Center, Foundation headquarters building, and all future developments.
• Coordinate and file contracts for all development projects and initiatives.
• Process payments due to contractors using proper budget coding.
• Assist team in tracking property tax status, paying taxes, and maintaining exemptions and insurance for TCF properties.
• Maintain and update land summary documents.
• Assist with the preparation of Community Benefit Reporting and obtain information from all tenants.

Essential Qualifications, Credentials, and Technical Skills Required:

• A high school diploma or its equivalent, plus three to five years experience in administrative support or a related field. An associate or bachelor’s degree in a related field is welcome.   
• Passion for philanthropy and community service and impact. Demonstrated experience attracting, retaining, and managing a portfolio of staff and customers. The ability to maintain confidence when working with sensitive information.
• Proven ability to build strategic, successful, and lasting relationships and interact effectively with cross-functional teams, outside partners, community leaders, and professional advisors. Proven ability to foster teamwork and collaboration among peers, both departmentally and across the foundation.
• Proficient at data collection and maintenance; effective presentation skill set required.
• Experience working as part of a multidisciplinary team and interacting effectively with people and communities from diverse cultural, social, and ethnic backgrounds and age groups. Commitment to racial equity and inclusion in all areas of work.
• Technical literacy and ability to analyze and organize complex data to conduct research and provide information that guides outcomes and actions to advance the foundation's priorities. Expertise with full MS Office Suite (Word, Excel, PowerPoint, Teams, Outlook, etc.) and online collaboration and meeting tools. 
• Exceptional verbal, drafted communication, and organizational skills.
• Demonstrates a high level of personal and professional integrity and ethics.

OUR COMMITMENT TO EQUAL OPPORTUNITY & DIVERSITY, EQUITY, AND INCLUSION:

The Cleveland Foundation exists to enhance the quality of life for all citizens of Greater Cleveland. The ability to carry out our mission and to foster our commitment to diversity, equity and inclusion can best be pursued if our workforce, grantees, donors, partners, and governing body are inclusive of individuals of diverse backgrounds, beliefs, and perspectives. 

 We believe that diversity encompasses, but is not limited to, age, color, education, ethnicity, family or marital status, gender, gender identity or expression, language, national origin, physical and mental abilities or characteristics, political affiliation, race, religion, sexual orientation, socio-economic status, veteran status, and/or other characteristics that make an individual unique. 

 The Cleveland Foundation is committed to equal employment opportunities for all, and our policy is to ensure that employees are selected, developed, retained, and promoted based on the individual’s ability and job performance, and without regard to that individual’s status or characteristics protected by federal, state or local law.

PAY AND BENEFITS: 

Based on the foundation's compensation program, the estimated annual salary for this position may be between $48,000 and $53,000, with some flexibility, based on a candidate's academic, professional, and community experiences and credentials. 

TO APPLY: 

If you are interested in applying for this position, please submit your resume and cover letter as soon as possible. This posting will remain active until the position is filled. We regret that we cannot respond personally to each applicant.

Note: Our flexible workplace policy provides one day of remote work per week.