FOUNDATION JOB OPENINGS  

EXECUTIVE ADMINISTRATIVE ASSOCIATE


JOB DESCRIPTION

The Cynthia and George Mitchell Foundation (CGMF) is a multi-generational family foundation, which embodies the vision and spirit of its benefactors.  As a mission-driven, grantmaking foundation, CGMF seeks innovative, sustainable solutions for human and environmental problems. CGMF works as a catalyst and engine of change in both policy and practice in Texas, supporting high-impact projects at the nexus of environmental protection, social equity, and economic vibrancy. As a family foundation, CGMF is governed by a board made up of two generations of Mitchell family members. For more information on CGMF, please review their website at www.cgmf.org.

ABOUT THE POSITION

Location:                    1300 Guadalupe, Suite 250, Austin, Texas 78701

Reports To:                 Sustainability Program Manager

FLSA Status:               Non-Exempt              

The Executive Administrative Associate’s (EAA) primary responsibility is to provide a range of administrative and support services to the Mitchell Foundation’s Sustainability Program in coordination with the Vice President (VP), Program Associates (PA) team, and Sustainability Program Manager (SPM). The EAA has responsibility of and direct authority to manage VP scheduling, monitor VP email, organize & coordinate internal and external meetings and scheduling, greet guests, and ensure smooth office management. Competitive applicants will be adaptable, detail-oriented and impeccably organized.

The EAA role is part reception, office management, and executive assistance to the Vice President, and part general administrative support to all staff. The position requires the ability to work independently and exercise initiative, critical analysis, discretion, and judgment to ensure informed decision-making related to the core responsibilities of the Foundation. EAA is an integral part of the Sustainability Program team and thinking ahead, planning, and multitasking are key skills for this role. Basic understanding of the program subjects, in the arenas of land, water, and energy is a plus, and/or the ability to quickly learn the context. As the lead administrative staff person, the EAA is essential to ensuring the foundation staff and office work efficiently and collaboratively to achieve its critical mission.

ESSENTIAL DUTIES AND RESPONSIBILITIES

  • Maximize the productivity of the VP: manage calendar, brief on upcoming meetings and logistics, manage email, streamline communications with program staff.
  • Manage travel of VP and maintain regular check-ins/communication.
  • Reception: greeting guests, answer and direct incoming phone calls with professionalism; accurately relay messages from calls.
  • Lead smooth office management, including:
    • paying bills, ordering office supplies including backup supplies;
    • maintaining necessary file and software systems;
    • coordinating with external vendors for IT needs, repair and troubleshooting, internet, telephone, software, and videoconference services;
    • ensuring operation of office equipment by completing preventive maintenance requirements, calling for repairs, maintaining supply and equipment inventories (such as toner and paper), and evaluating new equipment and techniques.
    • maintaining an admin/office expense budget
  • Learn and use the Fluxx grantmaking software system.
  • Manage logistics and arrangements for frequent in-house meetings for up to 25 participants
  • Assist Sustainability Program Manager with various activities including: budget, meetings, and Family Unit Giving (FUG) grants processing (Fluxx), office management, staff meetings, other tasks, etc., as directed.
  • Board & Committee meeting assistance: catering, supplies, print and assemble board books and take minutes during meetings, other misc. assistance.
  • Assist with other Mitchell Foundation program-related activity such as the Galveston program and various Mitchell family member correspondence, as directed.
  • Maintain updated Operations Manual, OSHA documents, etc.
  • Maintain conference room booking calendar
  • Generate and implement ideas for program and office improvement.
  • Track office and VP credit card spending receipts, organize credit card statement and submit documentation to accounting team by the deadline.
  • Handle housekeeping, hospitality and purchasing efforts of the office space.
  • Assist with special projects and support the organization in other tasks, as needed.

This job description reflects the assignment of essential functions; it does not prescribe or restrict the tasks that may be assigned.

QUALIFICATIONS

The Mitchell Foundation seeks candidates with demonstrated project management and administrative skills, strong oral and written communications skills, a friendly and professional demeanor, lots of energy, and an interest in our mission.

Specific requirements include:

  • Bachelor’s degree required
  • Demonstrated ability to work well under pressure, take initiative, and be a creative problem-solver while also being flexible and comfortable with fluid and emerging situations
  • Scheduling and calendaring experience 3+ years
  • Previous experience working in an administrative capacity (experience in the nonprofit sector, philanthropic, and/or environmental field preferred)
  • Excellent written, oral communication, and interpersonal skills
  • Knowledge of standard office practices and procedures
  • Proficiency with Microsoft Office programs, including Outlook, Word, Excel, and PowerPoint and Mac operating system and general tech savviness
  • Experience using database software preferred
  • Highly organized, ability to prioritize/juggle diverse tasks while maintaining attention to details
  • Occasional travel is possible

SUCCESS FACTORS

  • Interest in the Foundation’s mission
  • Takes initiative and willing to pitch in when necessary
  • Ability to multi-task and set priorities with limited guidance
  • Positive attitude, calm demeanor, and a good sense of humor is essential
  • Adaptable, flexible nature
  • Mature, self-aware, secure
  • Ability to work both independently and collaboratively as part of a team
  • Strong communication and interpersonal skills

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is required to stand; walk; sit; use hands to finger, handle or feel; reach with hands and arm; climb stairs, balance; stoop, kneel, crouch, or crawl; talk or hear. The employee must occasionally lift and/or move up to 25 pounds. This position requires the frequent use of computer office software and databases. Specific vision abilities required by the job include close vision, distance vision, peripheral vision, depth perception, and the ability to adjust focus.

WORK ENVIRONMENT:

The Mitchell Foundation is located downtown in Austin, Texas. The office environment is a typical small office with low noise levels, shared kitchen facilities, and a collegial atmosphere. On occasion, there are activities or events after work hours.

The Cynthia and George Mitchell Foundation is an Equal Opportunity Employer and is committed to creating an inclusive environment for all employees.

COMPENSATION

The Mitchell Foundation will provide competitive salary and excellent benefits, including health and disability insurance, 403(b) retirement contribution match, and paid time off.  Parking included at downtown office. 

TO APPLY

Please submit cover letter and resume including three professional references to lyda@connectionsconsulting.net. Incomplete applications will not be considered.  Please do not contact The Cynthia and George Mitchell Foundation directly.

Resumes will be reviewed on receipt. Target start date is June 17.

 


The Cynthia & George Mitchell Foundation is an equal opportunity employer and invites individuals who bring a diversity of culture, experience, and ideas to apply. All correspondence will remain confidential.
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