As the nation’s leading nonprofit infrastructure organization, Tides offers an array of services that amplifies the efforts of forward-thinking philanthropists, foundations, activists, and organizations. Tides actively promotes change toward a healthy and just society, one founded on the principles of social justice, broadly shared economic opportunity, a robust democratic process, and a sustainable environment. Founded in 1976, Tides has offices in San Francisco and New York City, provides fiscal sponsorship for over 200 groups across the country, operates and supports green nonprofit centers, and has granted more than $650 million since 2000 alone. For more information, please visit www.tides.org.
The Philanthropic Services Assistant provides administrative support to Tides Foundation’s philanthropic service teams to strengthen client service delivery, internal/external communications, and overall workload coordination of a team within the Component as a whole. While the primary responsibilities of this position are administrative in nature, the position does require solid, independent project management skills, including the ability to seek clarification/information, as needed; navigate complex internal systems/databases, diverse team and client relationships, and the capacity to triage various assignments and tasks to support the team as a whole.
Reporting to the Senior Philanthropic Advisor, the Philanthropic Services Assistant is a non-exempt position. Non-exempt employees work a standard 35 hour work week. Time beyond 35 hours is at manager’s discretion. This position is temporary and is expected to last 3 months.
Essential Duties and Responsibilities:
Client Service Support
The Assistant collaborates with staff on the team to provide services to a large volume of clients. S/he coordinates projects with a client service team with a focus on general administrative, communication, fund management, and client meeting/event planning support, as needed.
General Administration and Support
The Assistant coordinates and performs administrative tasks, including preparing proposals, reports, dockets and correspondence, responding to requests for information, sorting mail, photocopying/collating and PDF-ing documents, scheduling internal and external meetings, coordinating conference room and meeting accommodations (for bi-coastal meetings, as well, if needed), making travel arrangements, assisting with grants processing, providing general office and organizational assistance, and submitting billing requisitions and expense coding to the Finance department. The Assistant maintains records of correspondence and other documents to support the work of team members, including filing and resource material management.
Communications and Coordination
Working in partnership with the Senior Philanthropic Advisor and team-staff, the Assistant assists with the planning of, documenting and following-up on internal/external meetings, preparation for weekly workload check-ins, monthly staff meetings, and other meetings, including planning-based working groups. The Assistant drafts correspondence/ prepares reports and documents with a keen eye toward reviewing/editing for grammatical and internal coherence—research may be required in some cases.
Program and Project Support
The Assistant provides logistical support for externally-focused meetings and convenings. S/he assists in the production of client reports and presentations, and provides support for special projects as needed.
The Assistant establishes and maintains strong partnerships with all teams within the Philanthropic Services Component, as well as maintains regular working relationships with other Components (e.g., Finance) and entities across the Tides Network (e.g., Tides Center). S/he also participates in inter-cross-Component work teams, as required.
Budgeting and Planning
The Assistant supports team-staff in the collection and dissemination of information related to annual budgeting and planning, as well as in the monitoring of budgetary activities and progress toward annual plan goals, including professional development/workplan implementation.
Other Duties as Requested
Tides Foundation is an exciting and dynamic workplace. In an effort to remain responsive to the needs of our clients and the field, and to events taking place in the larger world around us, staff workloads are evaluated on a regular basis and new responsibilities may be added. In addition, the Foundation has a variety of internal and external work-teams on which the Assistant may be requested to serve at the discretion of the Supervisor..
Knowledge, Skills, and Abilities:
We are seeking someone who will embrace and contribute to the mission and progressive social change vision of Tides Foundation. This position requires a highly-motivated person who is able to simultaneously manage multiple tasks and assignments, including a mix of complexity, deadlines and priorities. The successful candidate will have a demonstrated history of taking initiative and following through on responsibilities. S/he will also have:
• Advanced MS office (Word, Excel, Access, Outlook, PowerPoint) and Adobe, Visio and Photoshop skills.
• Strong organizational skills, attention to detail and the ability to multi-task.
• Strong interpersonal skills, including the ability to be assertive, collaborative and service-oriented (internal service to colleagues and external service to clients/partners).
• Excellent project management skills, including the ability to plan and manage projects both independently and with colleagues.
• Ability to work well under pressure with frequent interruptions; flexibility and creativity are key.
• Ability to prioritize changing workloads in order to meet tight deadlines.
• Knowledge of web- and electronic-based document management tools and practices (database/systems and processes).
• Ability to graphically represent and communicate data and concepts.
• Excellent verbal and written communication skills.
• Ability to work in a team structure, including cross-team work, as needed.
• Ability to demonstrate sensitivity to and appreciation for diverse viewpoints, work styles and communication styles among a wide range of diverse colleagues—on both Coasts.
• Ability to remain flexible while dealing with the challenges of a changing environment and varied client requirements/expectations.
• Ability to appreciate and contribute to a work environment that values integrity, adaptability, reliability, collaboration, a commitment to learning, and a sense of humor.
• Ability to speak and write in languages other than English (especially Spanish) is highly desired.
Education and Experience:
• Three (3) years of administrative experience required.
• Prior nonprofit and/or Foundation experience is preferred.
• BA/BS degree is preferred
Only candidates who meet the above-stated qualifications will be considered. Your resume MUST INCLUDE A COVER LETTER EXPRESSING YOUR INTEREST IN WORKING TO SUPPORT TIDES AND WHY YOU ARE QUALIFIED FOR THIS JOB. Please submit your application to email@example.com. No phone calls please!
Equal Employment Opportunity:
Tides is an equal opportunity employer. We strongly encourage and seek applications from women, people of color, and bilingual and bicultural individuals, as well as members of the lesbian, gay, bisexual, and transgender communities. Applicants shall not be discriminated against because of race, religion, sex, national origin, ethnicity, age, disability, political affiliation
, sexual orientation, gender identity, color, marital status, or medical condition including acquired immune deficiency syndrome (AIDS) and AIDS-related conditions.
Applicants with Disabilities:
Reasonable accommodation will be made so that qualified disabled applicants may participate in the application process. Please advise in writing of special needs at the time of application.
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