Job Description

Company: Sunflower Foundation
Job Title: Executive Assistant/Office Manager
Job Classification: Non-exempt; Full-Time
Work Schedule: As agreed and approved upon between employee and supervisor in accordance to normal operating hours of 8am-5pm, Monday through Friday.
Pay Range: $25-$35/hr, based on experience
Reporting Relationship: President and CEO
Supervises: None

Primary Accountabilities:

The Executive Assistant/Office Manager is responsible for supporting the foundation’s President and CEO along with supervising and executing the organization and coordination of office administrative operations, procedures and resources to facilitate the foundation’s overall operational effectiveness and efficiency. The Executive Assistant/Office Manager is also responsible for providing the primary administrative support and assistance to the executive staff. Working independently and with minimal supervision, this position is responsible for ensuring the successful execution of a wide range of tasks which are needed to meet the challenges of supporting a small office of diverse people and programs.

Major Duties:

• Manages and maintains the President and CEO’s calendar and meeting schedule, including all internal and external appointments and travel.
• Supports the President and CEO in meetings and coordinates follow-up activities.
• Prepares and edits correspondence, communications, presentations and other documents for the President and CEO (and other staff, time permitting) and as necessary.
• Performs copying and clerical tasks as well as office efficiency and tidiness, as needed by the executive staff.
• Serves as primary administrative staff to the Board of Trustees (BOT), which includes:
  • Handling logistics for board and committee meetings as well as BOT travel.
  • Assisting with creating reports, documents, agendas and BOT communications.
  • Working with foundation staff to prepare and distribute board materials.
  • Ensuring production of minutes and attendance record of meetings.
  • Maintaining current and historical records of the board including corporate compliance functions.
• Receives and interacts with trustees, grantees, and other campus visitors.
• Manages day-to-day office operations in a timely, efficient manner:
  • Handles main reception duties including answering incoming phone calls.
  • Coordinates daily ingoing/outgoing mail and shipping needs.
  • Researches and develops resources which create timely and efficient work flow.
  • Allocates office support services to optimize task performance and ensure maximum efficiency.
  • Identifies cost savings opportunities with vendors/contractors.
  • Monitors administrative operations and tracks expenditures against budget.
• Ensures ready access to resources to support office operations.
• Ensures security and confidentiality of all correspondence, data and files.
• Supervises maintenance and archiving of corporate records including all digital and paper filing systems and databases.

Other Duties

• Assists the CFO with HR administrative tasks as assigned, including recruiting administration such as scheduling interviews and follow-up tasks, prepares for arrival of new staff by assessing equipment and supply needs and procurement, and instructs and trains new staff on office equipment use.
• Supports the work of the CFO and Program Officers by working with program associates on various tracking and logistical activities, tasks, and internal events. Assists with procuring office supplies from high quality, responsive, low-cost vendors. Manages office equipment and serves as vendor and service contractor liaison.
• Oversees coordination and logistical arrangements of meetings and events.
• Coordinates staff travel, reviews and approves travel itineraries and expenses.
• Assists all staff with forward planning, recognizing scheduling challenges; resolving logistical conflicts and competing demand while ensuring deadlines are met.

Qualifications:

• Associate’s degree, from an accredited college, is required with a minimum of five (5) years of experience providing support at the executive level. Bachelor’s degree preferred.
• Demonstrated experience interacting with diverse staff and constituents at all levels in a fast-paced environment.
• Strong interpersonal skills to communicate effectively with staff, trustees, and partners.
• Executive presence and tact.
• Familiarity with the nonprofit and philanthropic sectors, including knowledge of open meetings act and its requirements, is preferred.
• Proficient computer skills with up-to-date and in-depth knowledge of relevant software such as MS Office Suite, internet/web/graphic and electronic communication programs.
• Knowledge of standard office administrative practices and procedures.
• Experience coordinating and facilitating computer and other office equipment issues.
• Commitment to the foundation’s mission and work.
• Exceptional professionalism and confidence with a drive for excellence.
• High ethical standards and a commitment to confidentiality and integrity.
• Excellent listener and eager to help associates be successful.
• Well-organized with a high degree of organizational and planning skills with a high level of accuracy and attention to detail.
• Exceptional time management skills with the capacity to balance multiple schedules and demands, sometimes under pressure.
• Adaptability and flexibility to meet changing organizational needs.
• Proactive, resourcefulness and willingness to give suggestions regarding operational improvements.
• Ability to exercise sound judgment, common sense, and independent decision-making.
• Capacity to foster and promote teamwork and collaboration.
• Excellent verbal, written and email communication skills using the appropriate professional voice.
• Compatibility with all staff, especially President and CEO and BOT.
• Strong problem analysis and the capacity to apply problem solving skills.
• A valid driver’s license with an acceptable driving record is required along with passing a background check.

Physical Demands:

• Ability to read mail and talk on the phone.
• Must be able to speak and listen effectively.
• Ability to work on the computer for hours at a time and concentrate on detailed information.
• Vision abilities for close vision, color vision, peripheral vision, and depth perception.
• Sit, stand, and walk for extended periods of time.
• Bend, kneel and reach items with use of hands to finger, handle or feel objects, tools, or controls.
• Unpack, lift, and move items up to fifty (50) pounds.

Work Environment:

• Professional and deadline-oriented environment in an office setting.
• Interaction with all foundation partners, staff, and stakeholders.

Additional Duties:

Additional duties and responsibilities may be added to this job description at any time. The job description does not state or imply that these are the only activities to be performed by the employee(s) holding this position. Employees are required to follow any other job-related instructions and to perform any other job-related responsibilities as requested by their supervisor.

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