Colorado Nonprofit Association

Executive Assistant

Founded in 1994 by software entrepreneur Tim Gill, the Gill Foundation is one of the nation’s largest funders of efforts to secure full equality for lesbian, gay, bisexual, transgender, and queer (LGBTQ) people.

Position

The Executive Assistant supports the CEO and the foundation’s senior management team. A master of logistics and creative problem-solver, this position handles confidential information with the utmost discretion and provides a broad knowledge base of organizational operations to effectively navigate and identify the right points of contact and build strong relationships across the foundations’ network of partners. This position requires a high level of technical skills, initiative, customer service, critical thinking, and independent judgment. This position will uniquely have a role in all departments; specifically programs, communications, and office administration while reporting directly to the Chief Operating Officer.

Expectations

The ideal candidate will embody the following traits:

• Believes in the vision of the Gill Foundation, fosters a mission-driven culture, and models the foundation’s core values of being nimble, pragmatic, and innovative.

• Exhibits initiative, discretion, and close attention to detail.

• Persists in achieving outcomes, exploring multiple options and iterating until the goal is met, demonstrating flexibility and resourcefulness.

• Proactively identifies challenges and provides effective solutions before they impact team operations.

• Processes new ideas and information quickly, exercises independent judgment, and aims for concrete and verifiable results.

• Communicates clearly and concisely, both verbally and in writing, to convey complex information effectively.

• Builds rapport and new relationships with ease, and helps make connections between foundation staff and potential partners, grantees, and collaborators.

• Thrives in a team-centered environment, seeks out opportunities to help facilitate the work of senior leadership, and contributes to the success of the team as a whole.

Deliverables

Senior Team Administrative Support 50%

• Proactively manages the calendars of the CEO and other members of senior management. This includes fielding internal and external requests for meetings, keeping senior leaders moving between meetings, updating meeting attendees on delays and changes, and anticipating and resolving scheduling conflicts.

• Coordinates travel and makes reservations for CEO and other senior team. Also coordinates with other staff participating in the same meetings and events.

• Completes monthly expense reporting for CEO and senior team, collecting receipts and background on the purpose for expenses.

Projects and Programs 40%

• Coordinates logistics for senior team and programs team meetings, including scheduling guest speakers, preparing materials, setting up technology needs, locations, and meals.

• Plans and manages meeting logistics for programmatic convenings and events, including OutGiving conference guest speakers and grantees.

• Provides administrative support for internal program priorities to include preparing documents, meeting minutes, presentation slides, and other materials as necessary.

• Attends weekly program team meetings and provides written record of follow-up items and other highlights for distribution to the Senior Director of Programs.

Board Meeting Support 5%

• Works with the personal assistants for board members to calendar meetings requested by the CEO and foundation staff, and keeps track of associated follow-up items.

• Plans and manages logistics for board and committee meetings, including meeting space, meals, lodging, and travel for staff and guests.

• Ensures board books are meticulously edited, compiled in a professional way, and delivered in a timely manner to board meeting attendees.

• Attends board meetings as needed to ensure all logistical needs and member/guest/staff requests are met.

Other 5%

• Provides cross-department support by covering the front desk’s administrative tasks and other office needs.

Key qualifications

• Demonstrated excellence in executive administrative support, with a strong preference for at least three years of relevant experience.

• Outstanding attention to detail and organizational skills.

• Fantastic interpersonal skills, customer service orientation, and ability to communicate with people across the social and political spectrum.

• Demonstrated ability to multitask, prioritize workload, and adhere to deadlines.

• Advanced proficiency with computer software, including Microsoft Word, Outlook, Excel, and PowerPoint, with the capacity and willingness to quickly master new programs.