Administrative Manager

Administrative Manager

Organizational Overview

The mission of Berkshire Taconic Community Foundation is to build stronger communities through philanthropy and exerting leadership to address pressing issues facing our region. We offer donors, nonprofits and community groups the tools and expertise to achieve their philanthropic vision and goals, and identify critical areas where the foundation can leverage its relationships and leadership for lasting impact. Founded in 1987 in Salisbury, Conn., Berkshire Taconic serves Berkshire County, Mass.; Columbia and northeast Dutchess County, N.Y.; and northwest Litchfield County, Conn. In all, we serve the residents of 70 towns and 3 cities across three states, within a 2,200-square mile region.

Like most community foundations, Berkshire Taconic offers a variety of fund types that allow donors and community groups to build charitable resources and make grants and other awards over time to achieve their philanthropic goals. BTCF has also proactively established funds to address a specific issue in our region or to develop permanent charitable resources to serve a set of communities. This has resulted in the creation and growth of 11 area funds, 33 educational enrichment funds that serve every public school district in our region, and special initiatives to address regional challenges, such as the shortage of high-quality early childhood programs and affordable housing options.

In total, the foundation manages more than 500 funds totaling over $150 million in combined assets that together make over $7 million in grants and other awards each year. BTCF is a learning organization that embraces a culture of high performance, transparency and flexibility. All staff participate in professional development activities on an ongoing basis and work cooperatively as a team, respectful of one another, the volunteer board that guides our work, and the nonprofits and donors who are our vital partners in improving lives around the region. More information can be found at

Position Overview

The Administrative Manager supports office operations and the foundation’s senior staff and board of directors. This position operates in a fast-paced environment and must be flexible to accommodate visitors, ongoing technology upgrades and changes in routine. As part of the operations team, s/he participates in developing a high-performing support group for the foundation, responsible for a large volume of incoming and outgoing transactions that require great attention to detail and accuracy. This position also coordinates the foundation’s board of directors, including committees, and provides administrative support to the president and senior staff.

Position Outcomes

The successful Administrative Manager will achieve the following outcomes over time, working with other staff:

  • A well-maintained and welcoming facility, where the needs of staff and guests are met in a timely manner and easily facilitated
  • Smooth functioning of foundation’s board of directors, including meeting logistics, content management and administrative support to committee officers and committee chairs as needed
  • A more robust online board “portal” that provides timely information to board members in order for them to meet their responsibilities
  • Adequate supplies and timely requests for new resources to meet organizational objectives, transaction processes and program fulfillment
  • Meetings and events are well-coordinated and lead staff have the logistical support needed to accomplish meeting objectives
  • Easily accessible information for staff to properly meet expectations in understanding organizational policies and other circumstances that affect daily operations

Key Responsibilities

Executive Support (35%)

Board Coordination

  • Schedule, plan logistics for and set up and implement quarterly board meetings
  • Take minutes at meetings and provide support to board, executive and governance committees and others as appropriate
  • Support work of the board and manage material on the online board portal
  • Prepare and distribute quarterly board materials
  • Coordinate and assist with organizing public events hosted by Berkshire Taconic as assigned

Senior Team Administrative Support

  • Provide administrative support to the president, including meeting coordination, correspondence and travel reimbursements
  • Assist in scheduling of meetings and external communications, including conducting online surveys
  • Support other senior managers by providing light administrative tasks and coordination

Administrative (65%)

Office Management

  • Serve as overall problem-solver for staff on office-related issues
  • Maintain inventory of supplies and place/track orders to keep supplies in stock
  • Work with finance assistant to monitor office equipment, schedule service, and research and recommend upgrades as needed
  • Recommend new procedures to ensure the office is operating effectively
  • Update office forms as needed
  • Schedule conference rooms, including setting up A/V equipment, assisting users and arranging for refreshments as needed
  • Keep public areas and kitchen neat and hospitable; replenish brochures and business cards
  • Process incoming and outgoing mail and faxes
  • Keep current with postal regulations
  • Close the office daily, arrange for coverage of planned absences

Database, Processes and General Administration

  • Responsible for updates and organization of policies and master forms for the server, website and DonorCentral, and other portals as needed
  • Coordinate RSVP’s and job applicant inquiries
  • Enter data, generate reports, monitor status, perform quality checks, prepare mailings and assist with or perform other administrative tasks in support of our business processes as time permits
  • Assist on special projects as assigned. Notarize documents as needed (prior certification as a notary is not necessary)


  • Answer main telephone and direct calls to the appropriate staff member
  • Welcome visitors and refer them to the appropriate staff person or meeting room
  • Keep track of staff whereabouts via monitoring Outlook calendars  
  • Remain apprised of foundation activities, manage office calendars and assist with scheduling of meetings, as needed
  • Post meeting room schedules on a daily basis


The successful candidate will possess and have demonstrated in previous roles the following attributes and skills:

  • BA/BS degree preferred (AA degree with significant experience will be considered)
  • Experience in working with databases, including reporting; proficiency in Microsoft Excel, Word, PowerPoint, Outlook and relationship management databases   
  • Highly organized to manage multiple priorities and deadlines in a fast-paced environment
  • Strong communication skills, including ability to write clearly and edit own work
  • Accurate and detail-oriented: rigorous attention to detail with perfectionist tendencies when proofreading
  • Highly proficient with technology
  • Maintains high professional standards
  • Ability to work with confidential information with discretion and good judgment
  • A team player: helpful, polite, collaborative, supportive and respectful
  • Committed to ongoing professional development
  • Action-oriented and proactive problem solver


Commensurate with experience and skills. Benefits include health, dental, life, disability, paid vacation, sick leave and contribution to 403(b) plan.

How to Apply

Please submit resume and cover letter to No calls please.


Review of resumes will begin immediately until the position is filled.