Administrative Assistant; MF

The Cynthia and George Mitchell Foundation (CGMF) is a mission-driven, grantmaking foundation that seeks innovative, sustainable solutions for human and environmental problems. The foundation funds high impact projects in Texas at the nexus of environmental protection, social equity, and economic vibrancy. The Mitchell Foundation’s Sustainability Program currently focuses on initiatives related to water, clean energy, land conservation, shale sustainability, and sustainability education.

The foundation’s other programs all focus on carrying out the legacy of Cynthia and George Mitchell, including a community revitalization effort in Galveston.

OVERALL FUNCTION:

The Administrative Associate’s (AA) primary responsibility is to enhance the CGMF and its Sustainability Program’s effectiveness by ensuring overall smooth office management and operations, providing information, process and grants management and a broad range of additional administrative and executive support. The AA’s role is a critical member of the team by being the first point of contact for the CGMF and managing significant activities that have a direct impact on managing the CGMF’s work flow.

The AA provides executive-level support to the vice president (VP) of sustainability programs, and program staff. Using key operational skills, this is an excellent opportunity for a dedicated and skilled Senior Assistant to partner with a strong leader in the central hub of a transformational philanthropy on complex environmental issues, and to gain knowledge of current sustainability matters in Texas.

The AA will manage VP’s email, organize internal and external meetings, contribute to the grant-making team, support the development of reports and other materials as needed. Finally, the AA is responsible for managing grant requests, tracking those grants, and developing and delivering reports on those grants to the VP, president and board of directors. In addition, the CGMF anticipates relocating from its current offices to a new location in Austin.

The AA will lead the relocation effort, including coordinating logistics, identifying IT needs, and coordinating updates for board and staff.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Answer and direct incoming phone calls to appropriate staff with professionalism; accurately relay messages from calls.
• Develop effective schedule relative to short-term needs, long-term plan and yearly goals.
• Maintain busy calendar and arrange extensive travel for VP and other staff as requested.
• Monitor and track Vice President’s email to ensure timely response and flag urgent issues for follow up.
• Prepare executive responses to routine emails, letters, or correspondence. Manage occasional written correspondence on behalf of VP.
• Manage and maintain VP’s schedule by planning and scheduling meetings, conferences, teleconferences, and travel.
• Coordinate and manage VP’s schedule and maximize efficient use of VP’s time.
• Prepare VP for meetings including printing documents, collecting supporting documentation and researching background information.
• Keep informed about major projects; learn and stay abreast of current priorities as they relate to program strategy and VP goals.
• Manage entry, approval, tracking, and reporting for grants for foundation grantmaking programs.
• Assist in drafting and editing of Board reports, news updates, and other materials.
• Support grants administration process and maintain the grants management system.
• Take, edit, and distribute board meeting and board committee meeting minutes in a timely manner.
• Plan and prepare for internal and external meetings to include the handling of all appropriate logistics to ensure their success, such as scheduling, preparation, and distribution of meeting materials; overseeing and troubleshooting the audio/visual needs; coordinating logistics; organizing meals; ensuring appropriate meeting room set-up; and maintaining files on meetings and other follow-up.
• Lead smooth office management. Maintain inventory and office supplies. Anticipate office needs; evaluate new office products and technology; place and often expedite orders when necessary.
• Ensure operation of office and IT…