Executive Assistant and Office Manager

POSITION OVERVIEW

This position is responsible for providing administrative assistance and support to the Chief Executive Officer (CEO) and the Associate Directors.

ESSENTIAL DUTIES AND RESPONSIBILITIES

The Executive Assistant’s primary responsibilities include (but are not limited to) the following:

Provide Administrative Support

• Writing and editing communications

• Assisting with Board and other committee meeting minutes

• Organizing meetings, including scheduling, sending reminders, and organizing catering and meals when necessary

• Assisting with the management of calendar and meeting schedules

• Preparing reports and assisting with special projects, which may include data collection, coordination, final copy preparation, distribution, etc.

• Filing contracts and other materials

• Collecting timesheets and processing payroll

• Tracking employee vacation and sick leave

• Assisting with the administration of employee benefits programs

• Distributing information and notices to employees

Support Accounting and Publications

• Maintain control of physical checks.

• Obtain signatures on physical checks and mail checks for payment.

• Process accounts payable, wire transfers, and ACHs with approval of the Associate Director(s).

• Process all incoming wires and checks.

• Process all batch transactions in the AMS database and work with the Controller to resolve any issues.

• Compile spreadsheets of data for budgeting and financial analyses for the CEO.

• Process, on a yearly basis, all invoices for standing orders for publications including the Proceedings, newsletters, and other subscription products.

• Fulfill all publication orders.

Support Scholar Development Program and Fundraising

• Track and record recipient, financial, and budget-related data for all Scholar Development Programs.

• Develop and update Scholarship Development Program, monitoring charts for regular reports and as needed.

• Support fundraising activities, including maintaining donor records, assisting with fundraising solicitations, and preparing acknowledgment letters.

Support Operations

• Assist on the ground with issues related to office facilities, including the ordering and management of supplies and the distribution of mail.

• Assist with copying, scanning, typing, and other administrative functions.

• Assist with preparation of conference and course materials for shipping.

Coordinate Personal Development

• Take responsibility for career development

• Look for opportunities to expand responsibilities

• Identify needed training and complete training courses

• Seek direction from the Chief Executive Officer about allocation of priorities

• Establish and maintain cooperative relationships with co-workers

• Support a positive atmosphere in which high quality programs and services are delivered and where inclusivity is valued

Other duties as assigned by the Chief Executive Officer or Associate Directors

QUALIFICATIONS

Commitment to Mission

• Commitment to the Foundation’s mission with an understanding of the Foundation’s educational goals.

Professional Experience

• Excellent organizational and time management skills

• Strong verbal and outstanding written communication skills

• Exceptional customer service and telephone skills

• Excellent judgment and responsiveness

• Excellent attention to detail with the ability to analyze data and identify and resolve problems efficiently and effectively

• A preference for working in an environment that is collegial, collaborative, and focused on lifelong learning with open dialogue at all levels and a high degree of customer service

Personal Qualities

• Ability to identify opportunities, anticipate needs, take initiative, and be adaptable

• Ability to avoid conflicts or stalemates

• Self-starter; ability to work both independently and as part of a team

• Ability to handle multiple tasks/projects and meet deadlines

• Professional with ability to be discreet with confidential and sensitive issues

Other

• Undergraduate or associates degree required.

• Two years’ experience working in a professional office environment.

• Bookkeeping and/or accounting experience is preferred.

• Administrative experience required.

• Excellent writing skills.

• Proficient with Word, Excel, PowerPoint, Adobe Acrobat, and Microsoft office tools; ability to learn new software tools quickly.

• Some travel may be required to assist with in-person conferences.

• Must reside in Denver, Colorado metro area.

• Work in-person may be required up to one day per week, with remote work from home in Denver, Colorado metro area allowed on other days subject to coming to the office from time-to-time when needed; provided that remote work polices are subject to change.

Physical Demands

While performing the duties of this job, the employee is regularly required to sit, reach with hands and arms, and talk or hear. The employee is occasionally required to walk; use hands and arms to perform repetitive motions; and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 15 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, and ability to adjust focus.

Compensation, Benefits, and Application Process

• Salary Range: $55,000 to $65,000 based on experience.

• Other Compensation: Potential for discretionary year-end bonus.

• Description of Benefits: Current benefits include: (1) a high-deductible plan EPO health insurance coverage with premiums paid by the employer for employees, and no employee co-pays after the annual deductible is met; (2) an annual employer HSA contribution of $4,000 which may be used to offset the deductible or banked; (3) vision and dental insurance paid by the employer for employees; (4) a 403(b) retirement plan with immediate employer contributions of 5% of employee’s salary, with vesting of 50% after one year, 75% after two years, and 100% after three years; (5) up to three weeks paid vacation; (6) up to 96 hours paid health and safety (sick) leave; (7) seven paid holidays; (8) parental and family medical leave as provided by FAMLI and supplemented by the Foundation; (9) life insurance, accidental death and dismemberment insurance, and long-term disability insurance.

• Application Deadline: Applications will be reviewed on a rolling basis and accepted until the position is filled. Interested candidates are encouraged to apply early for full consideration.

• How to Apply: Applicants should submit their resume and cover letter as indicated on the applicable website or directly to the Foundation to Jaleen Edwards, Associate Director – Member and Scholar Development, at ***email_hidden***.

The Foundation for Natural Resources and Energy Law is an Equal Opportunity Employer.