Website The Kresge Foundation

Location: Troy, MI

Overview

The Kresge Foundation is one of the top 20 private philanthropic foundations in the United States and the only one focused exclusively on expanding opportunities for people with low income in American cities. With a $4.2 billion endowment and a staff of over 100 employees, the foundation deploys grants and social investments across arts and culture, education, environment, health, human services and community development. The foundation’s state-of-the-art headquarters maintains an array of energy-efficient, water-conserving and health-promoting systems. The foundation also operates an office in Detroit’s Midtown district.

The Program Team Assistant provides administrative and project-based support essential to the functioning of the American Cities Program team and its execution of the Foundation’s mission both nationally and in specific cities across the country. The Program Team Assistant supports the Managing Director with department-wide efforts; assists the full team with scheduling, booking travel, and processing expenses; and coordinates in-person events in the program’s focus cities.

The ideal candidate is proactive, self-directed, and possesses the sound judgment to work through multi-part and nuanced assignments with high attention to detail and flexibility. This position requires dedication to producing quality work while displaying a collaborative work style. The best candidates can adapt to different work styles in support of the team’s mission.

Responsibilities

Scheduling and Calendar Management

  • Schedules internal and external meetings, including proactively resolving scheduling conflicts.
  • Coordinates calendars to schedule team meetings and convenings.
  • Updates and manages a list of the department’s key dates and deadlines.
  • Adjusts and manages schedules in a way that provides time for the program team to meet key dates, priorities, and deadlines.
  • Confirms appointments for the department.

Internal Operations

  • Processes department invoices, prepares team member expense reports, and resolves discrepancies with Finance.
  • Tracks the program’s administrative budget, forecasts expected administrative expenses, reviews the administrative budget with the Managing Director, and resolves any discrepancies.
  • Creates charts and excel spreadsheets, and manages contacts and distribution lists.
  • Prepares the internal forms necessary for contracts with external consultants, routes the forms for approval, and distributes the executed documents to the appropriate consultants and Finance. Maintains master file of current consultants for the team.

Team Travel & Logistics

  • Coordinates business travel for the Managing Director and other team members, including solidifying itineraries and booking airfare, accommodations, and car services for both domestic and international travel.

On-Site Meeting Support

  • Confirms logistics, including arrival times and directions, for visitors to the Foundation.
  • Assembles meeting materials, works with the Facilities team to set up meeting rooms, makes meal arrangements, and welcomes guests.

Off-Site Event Coordination

  • Manages planning and coordinates event logistics for team and cross-departmental site visits to Foundation focus cities including Memphis, Tennessee; New Orleans, Louisiana; and Fresno, California. Responsibilities for site visits include arranging and coordinating external meetings at offsite locations; booking facilities, accommodations, and transportation; making meal arrangements; and confirming appointments.
    • Provides event planning support for convenings hosted or sponsored by the Foundation. Responsibilities for convenings include scouting and assisting in the selection of meeting venues, hotels, menus, floor plans, transportation, audio/visual equipment, and other event components.

External Engagement

  • Prepares correspondence and drafts decline letters as needed.
  • Reviews email and voicemail requests on team inquiry line.
  • Responds to requests or distributes inquiries to team members as needed.
  • Represents the foundation externally (verbally and in writing) in a highly professional and customer service focused manner.

Facility Support

  • Provides secondary back-up for telephone support and receptionist activities.
  • Coordinates with Facilities team on program team needs within the Detroit and Troy offices.

Other Duties

  • Demonstrates dedication to the Foundation’s vision and values in daily interactions.
  • Completes special projects as requested by the Managing Director.
  • Maintains and manages the department’s storage of files and documents.
  • Liaises with other Program Team Assistants and the foundation’s Executive Office in support of team activities.
  • Proofreads memos, assembles Board and/or workgroup materials; finalizes documents and posts to appropriate locations.
  • Prepares mailings and shipments of materials; opens and distributes department mail.
  • Performs other duties as assigned.

Qualifications

  • High school diploma or Associates degree required. Course work in business communications, office management, or related areas preferred.
  • At least three years of professional administrative office experience.
  • High attention to detail.
  • Experience with meeting scheduling, calendar management, and arranging travel.
  • Experience planning or coordinating in-person meetings and events preferred.
  • Advanced familiarity with Microsoft Word, Microsoft Excel, PowerPoint, Outlook, and other office software.
  • Strong interpersonal and communication skills.
  • Familiarity with video conferencing technology software, such as Zoom.
  • Familiarity with web-based office management technology such as, ADP Workforce Now, Asana, Box, Concur, DocuSign, and Google Docs preferred.
  • Highly collaborative approach to working in a team-based environment.
  • Ability to balance multiple responsibilities.
  • The ability to maintain confidentiality and practice discretion.

To apply for this job please visit workforcenow.adp.com.