Executive Administrator/Junior Program Director

Reporting to the Executive Director of GFF, the Executive Administrator/Junior Program Director will provide administrative support for the Foundation by assisting with managing calendars, reviewing grant proposals, working with the grant management system, disbursing funds, communication and follow-up with nonprofits, and other administrative tasks. This role will work closely with the Executive Director as a liaison to the Chair and Vice-Chair and Trustees and in partnership with key personnel at the family office to help prioritize their time and ensure they have the materials, meetings, and relationships needed to achieve results.

Executive Administrator/Junior Program Director

ORGANIZATIONAL OVERVIEW: 

The James J. and Joan A. Gardner Family Foundation (GFF) is dedicated to enriching the lives of their fellow citizens. The Foundation was started in 1994 by Jim and Joan to give generously to the causes that were making a difference in their communities and are committed to building a better society. Their mission is dedicated to enriching the lives of their fellow citizens seeking to make a significant impact, focusing on family, education, community, health and spirituality. The Executive Administrator/Junior Program Director will assist in the overall administration and management of the GFF. He/she represents and advocates for the mission of the GFF and works with the Executive Director and all members of the Board of Trustees by assisting with the coordination, planning and implementation of grants and donations.

POSITION SUMMARY:

Reporting to the Executive Director of GFF, the Executive Administrator/Junior Program Director will provide administrative support for the Foundation by assisting with managing calendars, reviewing grant proposals, working with the grant management system, disbursing funds, communication and follow-up with nonprofits, and other administrative tasks. This role will work closely with the Executive Director as a liaison to the Chair and Vice-Chair and Trustees and in partnership with key personnel at the family office to help prioritize their time and ensure they have the materials, meetings, and relationships needed to achieve results.

JOB QUALIFICATIONS AND KEY COMPETENCIES:

• A minimum of 3 – 5 years administrative experience in nonprofit organizations or equivalent corporate experience.
• Bachelor’s degree preferred.
• Ability to successfully support the Executive Director, Board Chair and/or Vice Chair.
• Proficiency with Microsoft Office, including Excel and PowerPoint; and desktop publishing and industry software. Ability to design and edit graphic presentations and materials.
• Strong interpersonal and written communication skills.
• Strong research and analytical skills.
• Initiative; taking ownership of work, working independently, and following through.
• Able to maintain a high level of integrity and discretion in handling confidential information.

POSITION REQUIREMENTS AND RESPONSIBILITIES:

• Work closely with the Executive Director, Board Chair and/or Vice-Chair, keeping him/her apprised of pertinent aspects of the Foundation’s operations, assisting in various functions as planning meeting schedules, developing agendas and materials, meeting participation, and Board communication.
• Nurture a culture of collaboration and gratitude that encourages teamwork, treating all Trustees and colleagues with respect and encouraging growth and development.
• Assist in overseeing the daily operations and maintaining/developing GFF policies and procedures to improve the Foundation’s processes and communications.
• Working with Foundant Technologies, grant management system, to improve processes and efficient reporting methods for grant management and tax reporting.
• Assist with meeting logistics virtually and/or in-person, taking minutes, imputing and tracking grant applications, donations, thank you letters and other communications, and follow-ups.
• Obtain necessary authorizations and payment of tax bills, insurance, and other expenses.
• Ensure compliance and regulatory requirements and all endeavors are legal, prudent, and ethical and maintain records and documents.
• Work with individual Trustee(s) and/or subcommittees on areas of interest or on specific grant proposals. Conduct additional research and site visits, as appropriate.
• Respond to inquiries and/or consult with non-profit organizations regarding the Foundation’s grant request guidelines are aligned with our mission and areas of concentration.
• Review grant proposals to ensure all required information has been provided, conduct due diligence, and monitor grant compliance.
• Build essential partnerships with non-profits GFF actively supports and create and cultivate connections with other foundation leaders in the communities GFF supports.
• Maintain a working knowledge of significant developments, trends and best practices in non-profits and foundations.

POSITION TYPE/EXPECTED HOURS OF WORK:  Full-time position, 40 hours per week (limited remote flexibility), with benefits. This is a non-voting position.

PLEASE SEND RESUMES TO:

Bettina H Ross

James J. and Joan A. Gardner Family Foundation

8044 Montgomery Road, Suite 480

Cincinnati, OH 45236

tinar@summerhillinc.com

513-964-1126