Executive Assistant for Nonprofit Foundation
Anna and John J. Sie Foundation - Denver, CO

This job posting is no longer available on Indeed. Find similar jobs: Executive Assistant Nonprofit Foundation jobs

To apply for this position, email a resume AND cover letter expressing why the Anna and John J. Sie Foundation would be a fit and how your past experience fits with this posting. Resumes without cover letters will not be considered. No calls please.

The Anna and John J. Sie Foundation (Foundation) is a private not for profit 501(c)3 providing financial and operational support to a diverse range of non-profit organizations all over the world but with a focus on Colorado.

The Foundation's key areas of support are:

1. Scientific research and improved health care and other services for people with Down syndrome
2. Sharing of knowledge to promote mutual understanding amongst peoples and cultures throughout the world with a particular emphasis on US/China and US/Italy relationship
3. To improve the community we live in, currently metro Denver/Colorado with particular emphasis in the areas of the underserved, education, art, culture and media

The Foundation's primary grant-making activity is in Colorado, and the Foundation currently manages invested assets as its source of grant dollars. The Foundation provides approximately 70 grants a year including non-profit event sponsorship.

Overview

The Executive Assistant position is both challenging and rewarding. It requires a dedication to working with our existing and future non-profit partners with diplomacy and professionalism. It requires the ability to multitask and be detailed while delivering on a large volume of work.

Reports to Foundation Executive Director and works in conjunction with Global Down Syndrome Foundation and AJSVentures, (shared office space) financial personnel who handle the Foundation's accounting and financial organization and documentation

Primary Responsibilities

Administrative Support
- Responsible for implementing a new contact management database system in conjunction with the Foundation's database consultant
- Responsible for maintaining, accurately updating, and efficiently utilizing the contact database for reports and mass correspondences
- Responsible for maintaining and updating the Foundation filing and index in an efficient and timely manner
- Assist with Foundation correspondences, mailings, and putting together informational binders and photo albums
- Manage incoming telephone calls, messages and mail
- Faxing, photocopying, printing, photo development, running Foundation related errands, etc.
- Other administrative tasks as needed

Calendar Organization
- Manage an extremely pressurized calendar with competing demands
- Manage work time and meeting time into the calendar week
- Ensure that the ED and other staff are properly prompted in order to be punctual and prepared
- Ensure driving directions always accompany remote meetings

Travel Organization
- Assist with detailed national and international travel arrangements for the Executive Director and for multiple visitors associated with conferences and workshops — flights, ground transportation, visas, etc.
- Create detailed and tailored travel itineraries per the Foundation's itinerary template, update itineraries with any changes as they occur

Executive Support
- Take detailed notes and organize dissemination of meeting notes and action item follow-up
- Assist with occasional PowerPoint presentations
- Assist with occasional internet information gathering
- Assist with some limited personal organization such as holiday mailings, school related activities, etc.
- Assist with event organization and follow-up — for example a restaurant reception for Sie Fellows at DU with follow-up thank yous and contact database entries

Grant Coordination
- Assist with ensuring grants to non-profits are processed and sent in a timely manner
- Coordinate with accounting regarding any outstanding check balances
- Draft, finalize and send out grant donation letters to awarded non-profits along with their donation checks in a timely manner
- File and index electronically and via print all donation letters, checks and back-up materials
- Assist in maintaining and updating spreadsheets that organize grants on an annualized basis

Qualifications

Required
- High ethical standards, maintain high level of confidentially
- Handles themselves in a professional manner including during pressurized situations
- Excellent work ethic and positive disposition
- Excellent judgment in terms of problem solving and knowing when to ask for direction versus when to work independently
- Strong verbal and written communication skills
- Works effectively with individuals at all levels in organizations
- Extensive experience working as an EA and coordinating travel, calendar and events
- Flexible with changing priorities and diversity within responsibilities
- Successfully manages, from beginning to end, multiple tasks and multi-faceted projects
- Attention to detail and rigorous follow-through
- Strong ability to finalize deliverables on time and correctly
- Bachelors Degree with 5 years experience or equivalent experience
- Highly skilled with Microsoft Office suite (Outlook, Excel, Word, and PowerPoint)

Preferred
- Passion for social justice and non-profit work
- Prior work related to Down syndrome or cognitive disabilities sector

Compensation

This is an exempt position and salary is commensurate with experience and salary history. Benefits include health insurance, vacation, sick days, holidays and yearly merit salary review. Estimated 40 hours a week, flexible hours required for timing of travel and events.

To apply for this position, email a resume and cover letter. No calls please.

EQUAL OPPORTUNITY EMPLOYER

The Anna and John J. Sie Foundation is an equal opportunity employer. It is our policy to provide equal employment opportunity in full compliance with all federal, state, and local laws. The foundation’s policy applies to all terms, conditions and privileges of employment and provides equal employment opportunity regarding race, religion, color, sex, sexual orientation, gender expression, age, national origin, disability, height, weight, or military status and any other characteristic protected by federal, state, or local laws.