ADF Foundation is looking for a highly collaborative Foundation Business Administrator in our Scottsdale, AZ office. As the Foundation Business Administrator, you are a vital part of the ADF Foundation Team. In this role, you will report to Legacy Giving Director of Operations and are responsible for assisting in the coordination and management of a wide range of business activities and meetings for the ADF Foundation Team. This includes acting as the ADF Foundation Board Liaison, coordinating projects, and general clerical office duties such as, scheduling, filing, expense reporting, organization, and stakeholder communications. You will also assist the Legacy Giving Director of Operations and Foundation President with special projects as needed.
Your Essential Responsibilities:
In this position, you will:

Serve as ADF Foundation’s Board Liaison

Coordinate agendas for Board and Committee meetings with the respective chairs

Gather read ahead materials for each Board and Committee meeting

Notify board members of meetings, events and activities

Record and retain minutes of Board and Committee meetings

Maintain Board web site pursuant to procedures on file, including corporate governance, policies, procedures, and other documents

Coordinate Board travel, meetings, activities, and related events

Manage Foundation’s SharePoint so it a robust library of information available to all team members, including naming conventions of folders and files, appropriate organization, archiving and communicating with Team members so data is easily retrievable
Assist in filing and maintaining Foundation corporate records including AZ Corporate Commission filings.
Coordinate with external service providers regarding charitable solicitation registrations for the Foundation
Assist with a variety of administrative tasks for the President, including managing the President’s schedule, tracking inbox (reminders, alerting to urgent matters, removing spam), scheduling travel, and composing and preparing correspondence
Process invoices and payment requests
Process expense reports of self and select Team members
Maintain, organize, and order office supplies, and keep office inventory records, including gifts and promotional items
Schedule ADF Foundation Team meetings as well as assist with setting up meetings on behalf of Team members using Zoom or Teams
Answering incoming calls; interacting and assisting Ministry Friends with Legacy Giving questions and requests.
Optimize processes and procedures to ensure projects are being completed with excellence and efficiency
Maintain procedural manuals
Manage a variety of cross-corporation projects and tasks with Ministry; collaborating with multiple internal stakeholders; negotiating priorities under the broad guidance of the President; effectively communicating priorities and deadlines
Conduct special research projects, including gathering, compiling, and analyzing information and present on findings
Assist with recordkeeping, filing, producing reports, maintaining database and maintaining gift planning records

Other Responsibilities (Non-Essential):

You will be asked to perform related duties or special projects as assigned.

Skills you need to succeed:
Knowledge of:

Project management and record-keeping tools such as Salesforce, Wrike (project management tool), Airtable
Microsoft Office software including Outlook, Word, and Excel, Teams.

Demonstrated proficiency in:

Excellent verbal, written, and interpersonal skills
Multi-tasking a variety of projects simultaneously and following all projects through to completion on time.
Strong analytical skills with the ability to collect, organize, analyze, and disseminate significant amounts of information with attention to detail and accuracy
Adept at queries, report writing and presenting findings
Project management experience and skills

Ability to:

Follow complex, multi-step procedures to complete tasks with excellent attention to detail
Be effective, proactive, and innovative while dealing with changing priorities
Use effective communication skills and good judgment in handling delicate but important relationships and legal matters
Be a self-starter who consistently demonstrates a willingness to commit to one’s work and to invest one’s time, talent, and best efforts in accomplishing organizational objectives
Be reliable, dependable, and trustworthy with confidential information
Learn quickly, with strong initiative and self-motivation. Self-starter with strong organizational skills and keen attention to detail.
Be assertive with timelines and deadlines across the organization
Work independently and collaborate across teams
Work in a close, collaborative team environment with a positive attitude
Participate in ongoing training and education

Education and/or experience:

Bachelor’s degree preferred in, Business, Communications, related field, or equivalent experience
Minimum of 2 years of increasingly responsible professional-level administrative experience, preferably with Board experience.
Experience managing multiple assignments/projects and conflicting priorities with the pressure of short, demanding deadlines in a fast-paced environment

We have it! Alliance Defending Freedom offers team members a competitive compensation and benefits package that includes major medical insurance, dental care, medical and dependent care reimbursement, paid disability, long-term care insurance, and life insurance. We also offer a 401(k) plan with a generous company match. Work and life balance is important to the well-being of our team members. You will receive paid time off (PTO) that starts accruing from your hire date and 11 paid holidays per year.

Tagged as: Administration, Business Development, operations

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About Alliance Defending Freedom

Alliance Defending Freedom is an alliance-building legal organization that advocates for the right of people to freely live out their faith. Please visit http://www.adflegal.org/about-us/careers to view our Statement of Faith and Doctrinal Distinctives.