Position Summary
The Administrative Assistant at CFMC plays a key public-facing role, responsible for reception, scheduling, and general office support. This position ensures a welcoming, professional, and confidential environment for guests, donors, partners, and other stakeholders. Reporting to the CEO, the Administrative Assistant supports all staff with logistics, communications, and event coordination, and manages the day-to-day administrative functions of the office. This role is essential to the smooth operation of CFMC and is governed by the policies established by the Board of Trustees.

The Administrative Assistant is expected to perform all duties using CFMC’s internal systems, including the back-office platform, to ensure accurate recordkeeping, efficient workflows, and seamless communication across the organization.

Essential Functions and Activities

The Administrative Assistant may be called upon to perform any of the following essential functions. These examples do not include all duties that may be assigned.

· Greet and assist guests, donors, and visitors in a warm, professional, and efficient manner

· Answer and direct incoming phone calls; manage general inquiries

· Monitor and respond to messages in the general email inbox

· Process incoming and outgoing mail

· Prepare draft correspondence as requested

· Coordinate logistics for meetings and special events

· Maintain front office appearance and hospitality supplies

· Schedule appointments and manage the office calendar

· Prepare materials for board and committee meetings

· Assist with filing, document preparation, and recordkeeping

· Support internal and external communications, including newsletters, website updates, and social media

· Ensure a courteous, confidential, and service-oriented environment in all interactions

· Enter and maintain accurate data in AkoyaGo, including contact records, meeting notes, and event details

· Use AkoyaGo to support donor communications, event tracking, and administrative workflows

Knowledge, Skills, Abilities, and Qualifications

High school diploma required; associate degree preferred

1–3 years of experience in office administration, customer service, or a related field

Proficiency in Microsoft Office Suite and scheduling/calendar tools

Experience with or ability to learn AkoyaGo and other foundation management systems

Strong interpersonal and communication skills

Excellent organizational skills and attention to detail

Ability to multitask and prioritize in a dynamic, public-facing environment

Commitment to maintaining confidentiality and professionalism

Demonstrated initiative and ability to anticipate administrative needs

Job Type: Full-time

Pay: From $38,000.00 per year

Benefits:

• Dental insurance
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Parental leave
• Retirement plan
• Vision insurance

Work Location: In person