Executive Administrative Assistant Job at Colorado School of Mines Foundation in

Job Purpose: The Executive Assistant will provide high-level executive and administrative support to the Foundation CEO and University President, the Board of Governors, as well as to the senior leadership team for the Colorado School of Mines Foundation as needed. The Executive Administrative Assistant serves as the primary point of contact for travel arrangements for the Foundation CEO/President and the University President. This position along with the Senior Executive Assistant and Board Liaison supports the Board of Governors and senior management team of the Foundation and Mines. Reports directly to the Senior Executive Assistant to the President/CEO and Board Liaison.

About Us: Come and join an engaging and highly collaborative team at the Mines Foundation. We are looking for an organized and driven individual to use their skills to help us fulfill our mission of financially supporting Colorado School of Mines. This role has an opportunity to shape programs and strategies to best engage the Mines community.

Compensation: The compensation range for this position is $56,000 to $65,000 annually. This target is based on available budget and the level and scope of the role. An offer will be made commensurate to the candidate's experience, education, and qualifications as they pertain to the duties of this position.

Benefits: This role qualifies for participation in the Foundation's benefits plans. Medical, Dental, and Vision plans are offered and covered 85% by the Foundation. These plans may also cover dependents. Also partially covered by the Foundation are Short Term Disability (STD), Long Term Disability (LTD), Accidental Death & Dismemberment (AD&D), and supplemental Life Insurance. Additionally available are a 403(b) plan with contribution from the employer and the ability to participate in a flexible spending account (FSA). Employees may participate in any number of these plans, not being required to participate in all or any of them.

Duties include, but are not limited to:

General Responsibilities

• Work collaboratively with the Senior Executive Assistant to the President/CEO and Board Liaison, as well as Senior Management of the Foundation and the Office of the President's Leadership Team
• Keep CEO informed of and prepared for upcoming commitments and responsibilities, and to ensure appropriate preparation and follow-up
• Facilitate an efficient flow of information and approvals and ensure quality and accuracy of materials
• Communicate directly, and on behalf of the CEO, with Board members, donors, Mines leadership, Foundation staff and others, on matters related to the CEO's initiatives and programs
• Oversee special projects and contributes to team efforts by accomplishing related tasks as directed by the Senior Executive Assistant/CEO
• Contribute to team efforts by accomplishing related tasks and special projects as needed

Administrative Support

• Organize and coordinate complex travel plans, itineraries, and agendas
• Prepare briefing materials for the CEO in preparation for meetings and travel, including assisting with the research on donors and prospects and drafting of development-related presentation materials, working closely with other foundation staff
• Plan, support and participate in the execution of events and meetings
• Prepare and proofread external communications as assigned
• Manages Foundation parking code and monthly invoices
• Engineer and execute relevant meetings and events, coordinating participants, timelines, meeting notifications and materials. Manages all correspondence around meeting execution. Meetings may may include: Leadership Team, Staff meetings, Senior Leadership, Retreats, Donor meetings
• Communicates directly and on behalf of the CEO with Board members, staff, donors on matters related to CEO initiatives Prepares & coordinates oral & written communication with donors & prospects. Responsible for proofing or editing acknowledgement letters, personal correspondence, and presentations, as well as other tasks that facilitate the CEO's ability to effectively lead the organization
• Answer the main line, screen, and direct incoming telephone calls to the Foundation ensuring a high level of professional customer service and confidentiality
• Submit check requests and track expenditures in accordance with company policies and budgetary restrictions; track departmental budget
• Manage custom orders for BOG, MAB and staff including name badges, clothing, awards
• Act as an administrative liaison between the University Executive Leadership Team/Admins and the CEO of the Foundation
• Creates and prepares reports for Foundation CEO/University President
• Works with Foundation staff to prepare presentation materials
• Manages conference room reservations and upkeep

Board Support

• Work collaboratively with the Senior Executive Assistant to the President/CEO and Board Liaison to provide excellent Board of Governor support
• Monitor Board anniversaries and special occasions. Assist with onboarding new Board members
• Attend Board and committee meetings and record and circulate minutes. Create and maintain Board Manual and binder of relevant materials

Skills/Qualifications:

• High School Diploma minimum requirement, some college or technical training preferred
• Minimum of three (3) years providing support to high-level management and being proactive in meeting organizational and management needs
• Previous experience with development & fundraising programs and/or not-for-profit organizations preferred
• Proven ability to be proactive, meet deadlines and provide quality control
• Expert with Microsoft Suite office products
• Experience in building relationships internally and externally with strategic partners. Ability to maintain confidentiality and professionalism in all situations; ability to exercise discretion
• Excellent customer service skills; sets high standards and seeks ways to improve service
• Excellent written & verbal communications skills; proven ability to communicate complex and/or sensitive data. Experience in creating effective presentations
• High organizational skills with ability to prioritize tasks, meet deadlines, and show attention to details
• Ability to work independently to interpret and translate procedures and guidelines to resolve problems
• Experience in managing projects: Plans, designs, carries out projects/tasks meeting objectives and deadlines
• Embody the values of CSMF: mutual support, integrity, respect, service

Colorado School of Mines Foundation, Inc. is committed to operating fair and unbiased recruitment procedures allowing all applicants an equal opportunity for employment, free from discrimination on the basis of religion, race, sex, age, sexual orientation, disability, color, ethnic or national origin or any other classification as may be protected by applicable law. We aim to recruit the right people for the jobs we have to offer, and to assess applications on the basis of relevant skills, education and experience.