Executive Administrator

**About HFF Foundation**:
Hershel Herrendorf was born in Haifa Israel on July 8, 1949. Following his family’s move to the United States in 1965, and his successful life in Chicago, Hershel passed suddenly in 2014, leaving his family with a foundation and legacy they hold dear. The Herrendorf Family Foundation spans globally to invest in strategic partnerships with global change leaders. Together, they advocate for education, empowerment and generational resilience. In 2021, the Herrendorf Family Foundation launched their We Got You wrap-around support (let's work to be consistent on this), which includes scholarships, emergency grants, support for mothers, contributing partnerships and community engagement.

**About the Role**

Herrendorf Family Foundation is looking for freelance executive administration consultant based in the Vancouver, BC area to work both remotely and in person with a leadership team based in the US and Canada. The role is to provide professional, and highly skilled administrative support to the CEO and Managing Director, with some liaison support for the executive team of the foundation. The Executive Coordinator will also work closely with additional team consultants, foundation partners, and youth scholars.
- A positive minded self-starter: A highly skilled, enthusiastic and resourceful team-player, who confidently has the ability to be effective when also working independently and proactively.
- Meticulous: a seasoned professional exceptional in online data management, using administrative tools and programs, and administrative processes.
- Organized on all levels: exceptional organizational skills that reflect ability to prioritize, perform, and complete multiple tasks seamlessly and comprehensively.
- Communicative: This requires emotional maturity and an ability to always communicate with the team with a high sense of urgency around deadlines.
- Results Driven: Consistently achieving goal-related results and matter-resolution, even under tough circumstances and high-stress situations.
- Trustworthy: Proven ability to handle confidential information with discretion, be adaptable to various competing demands.
- Flexible: Open to be available for work and communication in multiple time zones in North America (Pacific Time Zone mostly).
- Open to learn: New software platforms for administrative work, including Submittables, Mailchimp and Slack.
- Organized home office setting to perform daily tasks with strong internet connectivity.
- Ability to work with stakeholders of all generations including Executives, partners, youth and scholars. Youth/Student facilitation experience is a plus.

**Roles and Responsibilities**
- Primary executive assistant to the CEO and Managing Director who are both Vancouver based. General administrative support to all Executive team members and consultants as requested.
- Assist with travel arrangements for executives and stakeholders and take lead on the administration of travel.
- Assist in planning and scheduling of foundation meetings and events (across time zones)
- Perform analytic and query work, as well as compile impact reports based on data provided.
- Communicating with persons outside of the organization and representing the foundation in a professional manner in the public and external sources. Relating openly and comfortably with diverse groups of people.
- Maintain an organized filing system of electronic documents.
- Budgeting and expense reporting, review and reconciliation.
- Organization and mailing of stakeholder packages.
- Researching and conducting data to prepare documents for review and presentation by management.

**Professional Skills and Development**
- Excellent verbal and written communication skills
- High competency level with G-Suite, Gmail, Google Calendar, Google Drive, Google Docs, etc. Google Administrative experience would be a plus
- High competency level with Adobe Creative Cloud / Documents, Microsoft Office: PowerPoint, Word, and Excel. Desktop publishing experience in Canva or other programs is desired.
- Apple Mac competency preferred
- Detail driven on file naming, formatting, storing and compiling data for team use.
- Reliable transportation and/or valid driver’s license

**Education & Qualifications**:

- Business Administration diploma or equivalent
- Administrative assistant / coordinator: 2 year (preferred) or receptionist: 2 year (preferred)

HFF is strongly committed to fostering diversity within our foundation and community. We welcome those who would contribute to the further diversification of our staff including, but not limited to, women, BIPOC, persons with disabilities, and/or persons of any sexual orientation, gender identity, and gender expression. We thank all applicants for their interest in the position. However, only shortlisted applicants will be contacted for an interview.

**Job Types**: Fixed term contract, Freelance
Contract length: 12 months

Pay: $5,500.00-$7,500.00 per month

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