Sunflower Foundation - Executive Administrator
Job Title: Executive Administrator
Job Classification: Exempt; Full-Time
Work Schedule: As agreed and approved upon between employee and President and Chief Executive Officer (“CEO”) in accordance to normal operating hours of 8am-5pm, Monday through Friday.
Reporting Relationship: President and CEO
The Executive Administrator is responsible for supervising and executing the organization and coordination of office administrative operations, procedures and resources to facilitate the Foundation’s overall operational effectiveness and efficiency. The Executive Administrator is also responsible for providing the primary administrative support and assistance to the Executive staff. Working independently and with minimal supervision, the Executive Administrator is responsible for ensuring the successful execution of a wide range of tasks which are needed to meet the challenges of supporting a small office of diverse people and programs.
- Manages and maintains the President/CEO’s and other Senior Management staff calendars and meeting schedule, including all internal and external appointments and travel.
- Serves as primary administrative staff to the Board of Trustees (BOT), which includes:
- Handling logistics for Board and Committee meetings as well as BOT travel.
- Distributing agendas and BOT communications.
- Working with Foundation staff to prepare and distribute Board materials.
- Producing minutes and attendance record of meetings.
- Maintaining current and historical records of the Board.
- Corporate compliance functions.
- Receives and interacts with Trustees, Community Advisory Committee (CAC) members, grantees and other visitors.
- Prepares and edits correspondence, communications, presentations and other documents for the President/CEO (and other staff, time permitting) and as necessary.
- Performs copying and clerical tasks as well as office efficiency and tidiness, as needed by the President/CEO.
- Manages day-to-day office operations in a timely, efficient manner.
- Works independently and with the team in main reception duties (greeting guests, answers incoming phone calls, etc.)
- Coordinates daily ingoing/outgoing mail and shipping needs for executive staff and as needed for program staff.
- Researches and develops resources which create timely and efficient work flow.
- Manages processes for supplies, equipment maintenance, and works with Identifies cost savings opportunities with vendors/contractors.
- Monitors administrative operations and tracks expenditures against budget.
- Prepares fiscal reports and documents, as needed, including assistance with budgeting process.
- Ensures security and confidentiality of all correspondence, data and files.
- Supervises maintenance and archiving as well as corporate record management of all digital and paper filing systems and databases.
- Assists with HR administrative tasks as assigned and helps with recruiting administrative support staff.
- Prepares for arrival of new staff by assessing equipment and supply needs and procurement.
- Instructs and trains new staff on office equipment use.
- Oversees coordination and logistical arrangements of meetings and events for executive staff and assists, as needed, events sponsored by the Nonprofit Center.
- Coordinates Executive staff travel, reviews and approves travel itineraries and expenses.
- Associate’s or Bachelor’s degree, from an accredited college, is required. Equivalent work experience in business administration, with at least five (5) years’ providing support at the executive level will be taken into consideration in lieu of education.
- Demonstrated experience interacting with diverse staff and constituents at all levels in a fast-paced environment.
- Strong interpersonal skills to communicate effectively with staff, Trustees, CAC members and others.
- Executive presence and tact.
- Familiarity with the nonprofit and philanthropic sectors, including knowledge of open meetings act and its requirements, is preferred.
- Proficient computer skills with up-to-date and in-depth knowledge of relevant software such as MS Office Suite, QuickBooks, internet/web/graphic and electronic communication programs.
- Knowledge of standard office administrative practices and procedures.
- Experience coordinating and facilitating computer and other office equipment issues.
- Commitment to the Foundation’s mission and work.
- Exceptional professionalism and confidence with a drive for excellence.
- High ethical standards and a commitment to confidentiality and integrity.
- Ability to manage and mentor subordinate staff in a supportive, effective manner.
- Excellent listener and eager to help associates be successful.
- Well-organized with a high degree of organizational and planning skills.
- High level of accuracy and attention to detail.
- Exceptional time management skills with the capacity to balance multiple schedules and demands, sometimes under pressure.
- Adaptability and flexibility to meet changing organizational needs.
- Proactive, resourcefulness and willing to give suggestions regarding operational changes which may improve office operation.
- Ability to exercise sound judgment, common sense and independent decision-making.
- Capacity to foster and promote teamwork and collaboration.
- Excellent verbal, written and email communication skills using the appropriate “voice of the Foundation,” including ability to “speak” on the President/CEO’s behalf, when needed.
- Compatibility with all staff, especially President/CEO, and BOT.
- Strong problem analysis and the capacity to apply problem solving skills.
- Ability to read mail and talk on the phone.
- Must be able to speak and listen effectively.
- Ability to work on the computer for hours at a time and concentrate on detailed information.
- Vision abilities for close vision, color vision, peripheral vision and depth perception.
- Sit, stand and walk for extended periods of time.
- Bend, kneel and reach items with use of hands to finger, handle or feel objects, tools or controls.
- Unpack, lift and move items up to fifty (50) pounds.
- Professional and service-oriented environment.
- Interaction with staff, visitors and guests.
Additional duties and responsibilities may be added to this job description at any time. The job description does not state or imply that these are the only activities to be performed by the employee(s) holding this position. Employees are required to follow any other job-related instructions and to perform any other job-related responsibilities as requested by their supervisor.
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