Open Positions

ASSOCIATE

Reports to:
Coordinator Investment Group

Summary:
Provide diverse administrative and secretarial support for Vice President, Investment Group, Directors, and other members of the Investment Group, as required. Prepare funding contracts for approved investments (with guidance from Directors), answer calls and route them promptly and professionally to appropriate staff, address routine questions pertaining to Investment Group programs and processes, attend Technical and Investment Advisory Committee meetings and take notes and track follow-up due diligence matters as requested, draft routine correspondence, perform ad hoc projects as required, greet visitors and handle all mail and deliveries. Provide back up for BFTP/SEP Receptionist and secretarial support for other BFTP/SEP administrative personnel, as required.

Essential Duties and Responsibilities include the following. Other duties may be assigned.

• Provide diverse administrative and secretarial assistance primarily to Vice President Investment Group, Directors and other members of the Investment Group as required.
  
  
• Prepare funding contracts for approved investments (with guidance from Directors).
  
  
• Prepare routine correspondence and drafts, proposals, final reports, and vouchers. File correspondence and other documents. Make copies of correspondence or other printed materials.
  
  
• Attend meetings of the technical and investment advisory committees, and take notes as requested.
  
  
• Assemble, organize, copy, and mail investment proposals to various advisory committee members.
  
  
• Coordinate and arrange meetings, reserve and prepare facility, and arrange for refreshments when requested.
  
  
• Organize and maintain departmental file system, including electronic folders. File correspondence and other records.
  
  
• Arrange and coordinate travel schedules, conference registrations and reservations.
  
  
• Make copies of correspondence, proposals, and other printed materials.
  
  
• Order and maintain departmental supplies and arrange for equipment maintenance.
  
  
• Manage, update and maintain certain BFTP/SEP mailing lists.
  
  
• Manage, update, and maintain BFTP/SEP database and assist with inquiries and reports. Provide assistance in the absence of the Database Analyst.
  
  
• Input proposals into the appropriate database.
  
  
• Attend staff meetings, seminars, staff retreats, and other activities requested
  
  
• Assist when additional support is needed on special projects and assignments and in the absence of other support staff.
  
  
• Answer incoming calls and route them promptly and professionally to the appropriate individual. Address routine questions pertaining to Investment Group programs and processes. Take accurate and concise messages when necessary.
  
  
• Greet visitors and notify person being visited. Keep reception area neat and well organized at all times. Collect, sort and distribute all incoming mail.
  
  
• Relieve BFTP/SEP Receptionist when necessary, including scheduled breaks, lunch, and absences due to scheduled vacation, personal, sick and other leave.
  
  
• Perform other job-related duties and special projects as assigned.
  
  

Other Skills and Qualifications Requirements:

Technical:

• Working knowledge of personal computer or similar hardware. Must be familiar with Microsoft Operating Systems, Office Suites and able to access computer networks.
  
  
• Able to use and orient other employees on general office equipment, including copier, fax, and telephone system. Type 45 to 50 WPM.
  
  
• Able to prioritize and manage the production of work so overall quality and quantity of work meets or exceeds BFTP/SEP requirements and objectives.
  
  
• Functional knowledge of general office methods, practices, and procedures.
  
  
• Possess excellent grammar, punctuation and spelling skills in written or oral communications.
  
  

Analytical:

• Highly detail-oriented, possessing excellent administrative and organizational skills.
  
  
• Ability to prioritize work and manage routine multiple assignments with minimal supervision. Superior time management skills.
  
  
• Ability to assume occasional ad hoc projects with minimal supervision.
  
  

Communications:

• Excellent interpersonal skills and ability to maintain the highest professional standards in all written and oral communications.
  
  
• Ability to independently draft routine business correspondence.
  
  
• Interact professionally and communicate effectively with BFTP/SEP partners/clients, vendors the general public and fellow staff members.
  
  

Other Qualifications:

• BS/BA (business preferred but not required) or equivalent experience.
  
  
• Flexible and adaptable to perform other duties as needed to ensure smooth overall operations of the office.
  
  
• Possess superior professional judgment when interacting with both external and internal constituents.