Administrative Assistant II

Administrative Assistant II

The Communications and Program Coordinator works closely with the Executive Director of the client Foundation and the Community Engagement team to coordinate and support a range of U.S.-based programs and initiatives, including grantmaking and employee engagement efforts, as well as related communications and materials. This role is ideal for a highly organized, detail-oriented individual who is comfortable managing logistics, information, and coordination across multiple programs and priorities.

Employee Programs Coordination

• Support the day-to-day operations of U.S.-based CLIENT Foundation employee programs, including Matching Gifts, GIVE volunteer grants, Volunteer Time Off and Innovative Classroom Grants.
• Track employee participation and compile program data for internal reporting.
• Respond to employee inquiries as needed.
• Coordinate program implementation with the external vendor, including managing day-to-day communication, troubleshooting issues, and overseeing internal approvals.
• Assist with internal communications to promote programs to U.S.-based employees, with the goal of increasing awareness and participation.

Communications

• Post finalized communication materials to internal and external channels, including employee intranet and external community engagement website.
• Manage and organize storage of video and image assets in internal systems.
• Source photos and other assets from both U.S. and global regions, including outreach to program participants, for website updates and other communications.
• Provide support for communications initiatives on an as-needed basis.

Program Support

• Provide support for select Community Engagement programs, including day-of event assistance for locally based initiatives.
• Assist with program logistics, such as ordering materials, signage, or other supplies as needed.
• Support the CLIENT Foundation Scholarship Program, conducted in partnership with the NATIONAL MERIT Scholarship Corporation (NMSC).
• Coordinate with NMSC and the internal communications team to gather winner information, photos, and background details.
• Assist in preparing internal communications materials to share winner announcements.
• Manage program timelines and ensure deadlines are met for internal and external reporting.
• Collect program-related data, including grantee information and other relevant materials to support reporting and communications.
• Manage community engagement-related inquiries received via CLIENT's website; respond to and/or route as appropriate.
• Manage public-facing inboxes for the CLIENT Foundation and Colorful Communities program, responding to inquiries and routing requests as needed.

Administrative Support

• Coordinate meetings with internal and external stakeholders, including scheduling, preparing agendas and supporting materials, and documenting follow-up actions and next steps.
• Handle general correspondence, including drafting emails and responding to inquiries.
• Organize and maintain grantmaking files, historical materials, and community engagement-related supplies and program materials for easy access.

Experience & Qualifications

• 12 years of professional experience.
• Strong organizational skills and attention to detail, with the ability to manage multiple tasks and priorities simultaneously.
• Excellent written and verbal communication skills, including professional email correspondence.
• Experience coordinating logistics for events or programs.
• Collaborative, proactive and able to work effectively both independently and as part of a team.
• Proficiency in Microsoft Office Suite (Outlook, Excel, Word, PowerPoint, Teams); experience with SharePoint, intranet platforms, or basic website updates is a plus.
• Capable of supporting event operations, including setup, light lifting (up to 30 lbs.), and sustained periods of standing or movement.