Administrative Specialist

POSITION PROFILE 

kpCompanies is leading the search for the Administrative Specialist, Programs - Legacy Programs, Initiatives & Opportunities and Arts & Culture. This position will be responsible for providing administrative support to program staff (including Managing Program Directors, Program Directors, Program Officers, and Program Associates) within the Margaret A. Cargill Philanthropies’ Legacy Programs, Initiatives & Opportunities and Arts & Culture domains.

ABOUT MARGARET A. CARGILL PHILANTHROPIES

Margaret A. Cargill Philanthropies (MACP) is the umbrella over the grantmaking foundations created by the late Margaret Cargill: Margaret A. Cargill Foundation and Anne Ray Foundation. MACP provides meaningful support through long-term relationships with strategic grantee partners across seven program domains: Environment, Disaster Relief & Recovery, Arts & Cultures, Teachers, Animal Welfare, Quality of Life, and Legacy & Opportunity. The collective assets of MACP place it among the 10 largest philanthropies in the United States. 

The two foundations have separate boards and investment portfolios but share a common mission of providing meaningful assistance and support to society, the arts, and the environment.

• Margaret A. Cargill Foundation is a private foundation that came into existence upon Ms. Cargill’s death in August 2006. At year-end 2021, MACP’s assets are  approximately $3.7 billion.

• Anne Ray Foundation is a supporting organization, which may make grants only to beneficiary organizations specifically named by Ms. Cargill. Year-end 2021, ARF’s assets are approximately $5.3 billion.

To learn more, please visit MACP’s  Philosophy of Grantmaking.

JOB DUTIES AND RESPONSIBILITIES:

Administrative Support:

• • Arranging travel, including complex domestic and international travel and out-of-town meetings 
  • Create travel briefing books as needed 
  • Maintaining calendars for assigned teams and staff members, providing advance materials to support preparation as requested.
  • Utilizing Concur travel expense management system, prepare and process staff expense reports; coordinate invoicing and advancing payment requests on behalf of the domains as necessary
  • Producing reports as requested using MACP data systems and platforms
  • Assisting with preparation of presentation materials including PowerPoint presentations

• Use Microsoft Excel to create and update simple spreadsheets, charts, and graphs

• Uploading and tagging documents to SharePoint and printing documents as requested
• Design and utilize project management tracking tools as assigned, such as Asana or One Note
• Organizing and maintaining files 

Plan and Coordinate On-Site and Off-Site Meetings:

• Working with other Administrative Specialists to calendar meetings and events, often including large, cross-functional groups and external participants 
• Assisting with assembling agendas and meeting materials and distributing advance materials/board packages
• Specific to the Akaloa Program Committee work closely with the Executive Assistant, Board Relations to coordinate board meeting travel planning and lead the content assembly and distribution of board books to meeting attendees 2-3 times each year
• Making room, facility, and meal/catering arrangements and coordinating activities and vendors during the meeting
• Arrange and facilitate use of information technology for meetings 
• Typing post-trip notes for team members

Assist With Correspondence:

• Preparing basic correspondence
• Drafting, proofreading, and formatting, letters, memos, forms, policies, and procedures and finalizing their correspondence
• Handling confidential information with integrity

Other Duties:

• Participate collaboratively in cross-functional teams and projects to develop, implement, and maintain organizational processes, tools, and documentation, as assigned 

• Providing back-up to other administrative staff as necessary
• Other projects and duties as assigned 

TRAVEL

• None anticipated

EDUCATION, EXPERIENCE, AND OTHER QUALIFICATIONS

Outstanding candidates for the role position will offer many of the qualities, skills, and characteristics listed here. We know that no candidate is likely to have every one of these qualities, so we encourage interest and applications from people who have the capacity to grow into the responsibilities listed and who bring transferable skills.

• High School degree or equivalent required; Associate’s or Bachelor’s degree preferred.
• 3+ years in an Administrative Support role supporting a team of people. 
• Strong working knowledge of the Microsoft Suite including but not limited to PowerPoint, Word, Excel, Teams, and Outlook; an openness to using new technologies; prefer experience with SharePoint or similar database management systems.
• Experience researching and making complex travel arrangements, both domestic and international.
• Strong working knowledge of travel expense management systems; Concur preferred.
• Demonstrated history of calendar and travel management experience.
• Strong writing and proofreading skills.  
• Strong organizational skills with a keen ability to prioritize and handle multiple tasks simultaneously. 

• The ability to interface well with internal and external business associates in a highly professional manner.
• Maintain the highest level of confidentiality in both internal and external relationships. 
• Excellent interpersonal skills and ability to collaborate effectively with other team members and administrative staff.
• Critical thinking and problem-solving skills; able to identify when to elevate issues.
• Sound judgment and decision-making skills.
• Interest in and ability to continuously improve processes.

COMPENSATION AND BENEFITS

MACP has identified a salary range of $55,000- $62,000 for this role. Actual starting salary of candidate will be commensurate with years, breadth, and depth of relevant experience, education, certifications, credentials, special skills, accomplishments, and other factors relevant to the position. MACP benefits are generous, please see total rewards at https://www.mac philanthropies.org/careers/

HOW TO APPLY

MACP has partnered with kpCompanies in this search.  Interested candidates should submit cover letter, resume, and salary expectations no later than 9:00pm on Friday, March 2, 2023. All submissions are received in strictest confidence. 

You can apply by submitting your application online here: https://evoportalus.tracker-rms.com/kpCompanies/MyLite?id=1085 

COMMITMENT TO DIVERSITY, EQUITY, INCLUSION, EQUAL OPPORTUNITY, AND ACCESSIBILITY

We know that engaging, building trust, and making a difference relies on the collective wisdom and strength of a truly diverse organization. With this in mind, we strongly welcome the interest of people who bring a variety of lived experiences, including people of color, all gender identities, people from the LGBTQ+ community, people with disabilities, and others who are excited to contribute their skills to our work. Margaret A. Cargill Philanthropies is an equal opportunity employer, and we consider applicants without regard to race, color, religion, gender, pregnancy, sexual orientation, age, national origin, marital status, citizenship, disability, veteran status, or any other protected characteristic as established under law.  MACP is committed to the full inclusion of all qualified individuals. As part of this commitment, we will ensure that persons with disabilities are provided reasonable accommodations.

In December 2021, we formally adopted a DEIJ Vision Statement to guide our work; view it online here.