Description
POSITION OVERVIEW
This position is responsible for providing administrative assistance and support to the Chief Executive Officer (CEO) and the Associate Directors.
ESSENTIAL DUTIES AND RESPONSIBILITIES
The Executive Assistant’s primary responsibilities include (but are not limited to) the following:
Provide Administrative Support
Writing and editing communications
Assisting with Board and other committee meeting minutes
Organizing meetings, including scheduling, sending reminders, and organizing catering and meals when necessary
Assisting with the management of calendar and meeting schedules
Preparing reports and assisting with special projects, which may include data collection, coordination, final copy preparation, distribution, etc.
Filing contracts and other materials
Collecting timesheets and processing payroll
Tracking employee vacation and sick leave
Assisting with the administration of employee benefits programs
Distributing information and notices to employees
Support Accounting and Publications
Maintain control of physical checks.
Obtain signatures on physical checks and mail checks for payment.
Process accounts payable, wire transfers, and ACHs with approval of the Associate Director(s).
Process all incoming wires and checks.
Process all batch transactions in the AMS database and work with the Controller to resolve any issues.
Compile spreadsheets of data for budgeting and financial analyses for the CEO.
Process, on a yearly basis, all invoices for standing orders for publications including the Proceedings, newsletters, and other subscription products.
Fulfill all publication orders.
Support Scholar Development Program and Fundraising
Track and record recipient, financial, and budget-related data for all Scholar Development Programs.
Develop and update Scholarship Development Program, monitoring charts for regular reports and as needed.
Support fundraising activities, including maintaining donor records, assisting with fundraising solicitations, and preparing acknowledgment letters.
Support Operations
Assist on the ground with issues related to office facilities, including the ordering and management of supplies and the distribution of mail.
Assist with copying, scanning, typing, and other administrative functions.
Assist with preparation of conference and course materials for shipping.
Other duties as assigned by the Chief Executive Officer or Associate Directors
Requirements
Commitment to Mission
Commitment to the Foundation’s mission with an understanding of the Foundation’s educational goals.
Professional Experience
Excellent organizational and time management skills
Strong verbal and outstanding written communication skills
Exceptional customer service and telephone skills
Excellent judgment and responsiveness
Excellent attention to detail with the ability to analyze data and identify and resolve problems efficiently and effectively
A preference for working in an environment that is collegial, collaborative, and focused on lifelong learning with open dialogue at all levels and a high degree of customer service
Personal Qualities
Ability to identify opportunities, anticipate needs, take initiative, and be adaptable
Ability to avoid conflicts or stalemates
Self-starter; ability to work both independently and as part of a team
Ability to handle multiple tasks/projects and meet deadlines
Professional with ability to be discreet with confidential and sensitive issues
Other
Undergraduate or associates degree required.
Two years’ experience working in a professional office environment.
Bookkeeping and/or accounting experience is preferred.
Administrative experience required.
Excellent writing skills.
Proficient with Word, Excel, PowerPoint, Adobe Acrobat, and Microsoft office tools; ability to learn new software tools quickly.
Some travel may be required to assist with in-person conferences.
Must reside in Denver, Colorado metro area.
Work in-person may be required up to one day per week, with remote work from home in Denver, Colorado metro area allowed on other days subject to coming to the office from time-to-time when needed; provided that remote work polices are subject to change.
Physical Demands
While performing the duties of this job, the employee is regularly required to sit, reach with hands and arms, and talk or hear. The employee is occasionally required to walk; use hands and arms to perform repetitive motions; and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 15 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, and ability to adjust focus.
