The Executive Assistant Senior provides comprehensive executive-level administrative support to the President & CEO of the Foundation, and is the center for coordinating the administrative processes or workflows, and office operations of the Foundation Leadership Team. This includes providing administrative, project, and logistical support to the COO, the Chief Development Officer, and the Fiscal Director as needed.
The Executive Assistant Senior prioritizes, organizes, coordinates, and oversees the Foundation's administrative and office details, tasks, and functions, ensuring effective and efficient office operations while maintaining the confidentiality of a variety of information. This opportunity is the first point of contact for most matters related to the President & CEO's office and serves as a liaison to the Foundation Board of Directors, other executives, faculty, staff, and external contacts. This position may be responsible for coordinating and overseeing the development and milestones of projects or initiatives, and supporting the programs assigned to the President & CEO.
Essential Functions
40% - Executive & CEO/President Support and Board Liaison
Provides comprehensive, high-level administrative support to the President & CEO of the Foundation and serves as a key liaison to the Foundation Board of Directors:
* Responsible for managing complex executive calendars; scheduling and coordinating meetings with internal and external stakeholders; arranging domestic and international travel
* Prepares and maintains board materials, including agendas, presentations, correspondence, minutes, and supporting documentation, while ensuring accuracy, confidentiality, and timeliness
* First point of contact for the Foundation leadership team, exercising independent judgment to prioritize communications, determine appropriate responses, and resolve matters within established authority
* Maintains confidential records related to board activities, donors, and prospects, including data entry and updates in Raiser's Edge NXT, and ensures the Foundation's portion of the Chancellor's Goals dashboard remains up to date
* Processes MOUs, contracts, and grant applications on behalf of leadership
* Keeps executives informed of office activities, project status, deadlines, and emerging priorities
* Interprets and applies policies and procedures; and prepares correspondence and memoranda independently or from oral instruction, often involving sensitive or confidential information
30% - Executive Team, Resource Development, and Event Support
Provides administrative and project support to the Chief Operating Officer, Chief Development Officer, and Fiscal Director, contributing to the effective coordination of leadership initiatives and organizational priorities:
* Supports the Resource Development Council through scheduling and facilitating monthly planning and Council meetings, preparing agendas, presentations, communications, reports, surveys, and assisting with special projects.
* Supports annual retreats, fundraising initiatives, and development activities, and assists with event coordination by managing logistics, technology needs, space planning, and related arrangements.
* Plans and facilitates high-level meetings, conferences, and events, serves as a central point of coordination for executive projects, and conducts research and data compilation to support executive reports, presentations, and strategic decision-making.
* Tracks action items, timelines, and deliverables to support operational and strategic objectives.
20% - Office Operations, Facilities, and Administrative Coordination
Organizes and manages the day-to-day operations of the Foundation office to ensure efficient, professional, and effective business operations:
* Maintains the appearance and functionality of the office; manages office supplies, equipment, and vendor coordination; processes and distributes mail; and greeting Foundation guests.
* Coordinates staff meetings, room scheduling, and shared calendars, and serves as the liaison between the Foundation office and district departments, educational institutions, external organizations, and the public, ensuring appropriate and effective information flow.
* Maintains confidential files and records related to board, district, and sensitive organizational matters; assists with onboarding and coordination of new employees; and oversees administrative office policies, recommending updates or improvements as needed.
* Identifies opportunities to enhance office systems, workflows, and administrative processes to improve efficiency and effectiveness.
10% - Special Projects and Other Duties
Supports organizational and operational objectives by assisting with action plans, monitoring progress, tracking resources, and supporting process or system improvements as needed:
* Performs special projects and other duties as assigned in support of Foundation leadership, strategic priorities, and the organization's overall mission
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