Executive Assistant – (EA)
The Rainwater Charitable Foundation (RCF)
Since its founding in the early 1990s, the Rainwater Charitable Foundation (RCF or Foundation) has focused on helping vulnerable children in the United States, believing that high-quality education can transform the life trajectories of children and families. A second major focus area is medical research into neurodegenerative diseases (specifically tauopathies) with the ultimate goal of finding a cure for these diseases. Employing the same strategies that the late Richard Rainwater used for investing, the Foundation seeks out successful programs around the country with proven, measurable success, strong leadership and the ability to scale for greater impact.
RCF is the largest education funder in the North Texas region and one of the largest foundations in Texas. Current significant projects being funded include the Tau Consortium, the PSP genetics consortium, a new research prize program, the Fort Worth Children’s Partnership, early childhood education, principal preparation and parent education initiatives.
For more information: http://www.rainwatercharitablefoundation.org/
II. Our Core Values
We support visionary solutions in the areas we work by:
- Approaching our relationships with respect, gratitude and humility;
- Prioritizing visionary transformative solutions;
- Striving to be both pragmatic and learning oriented;
- Valuing meaningful collaboration and
- Seeking to maintain a sense of urgency in our work.
III. The Role
The EA works closely with staff and trustees to directly support the work of the foundation’s President/Executive Director (ED), Investment Team (INV), and executive officers. The foundation seeks a strong individual with excellent interpersonal, organizational, and communication skills. Ideal candidates will have a minimum of 5 years of experience as an Executive Assistant. The successful candidate will be a self-starter with attention to detail as well as a collaborative colleague who can work effectively in a small and dynamic office and build great working relationships with outside partners.
Key responsibilities include:
- Maintaining calendar for Executive Director and assisting other officers as needed
- Scheduling calls and coordinating meetings for Executive Director, and assisting scheduling for trustees and other officers as needed
- Working closely with ED to ensure commitments/meetings are well-managed so that ED knows where he needs to be at any given time
- Acting as liaison between ED and staff and outside partners
- Independently and spontaneously prioritizing multiple tasks in an environment with significant volume of external and internal requests
- Coordinating all travel arrangements for ED through travel agency. Coordinating travel for Trustees and officers as necessary
- Ensuring travel logistics are input into ED calendar including itineraries, maps, travel suggestions, with frequent traveler and hotel membership information confirmed
- Preparing appropriate meeting materials and ensuring ED has materials needed for each meeting
- Accurately preparing expense reports for ED and ensuring they are submitted in a timely manner
- Preparing emails on behalf of ED to send to groups or for general communication
- Joining conference calls as requested and taking notes on calls
- Occasionally researching and selecting appropriate venues for meetings and/or conferences, both in-town and out-of-town
- Responding to email in a timely manner
- Demonstrating sensitivity to confidential matters
- Coordinating special projects as assigned
- Occasional potential travel to staff retreats, hosted events, conferences etc.
- Assisting officers with general administration and record keeping of Board of Trustee meeting minutes and meeting materials
- Assisting officers with correspondence, electronic filing and general administration assistance associated with annual audit, insurance, legal, compliance and human resources matters
- Responsibilities specific to Investment Team:
- Scheduling Investment Committee (IC) Meetings and calls
- Preparing and managing distribution of books for quarterly IC meetings
- Arranging travel for Investment Team and for IC members as necessary
- Preparing expense reports for investment team and ensuring the are submitted in a timely manner
- Scanning investment notes for input into online system
- Serving as back-up for Receptionist as necessary:
- Greeting visitors and directing them to the right destination within office
- Setting up conference area for meetings and ordering meals when necessary
- Screening all incoming foundation calls and routing them to proper location or scheduling appropriate response (scheduling meeting, taking notes on events, taking message, etc...)
- Checking voicemail messages and responding as appropriate
- Signing for packages and delivering to addressee
IV. Qualifications and Experience
The ideal candidate will possess:
- Commitment to and passion for the mission and core values of the foundation
- Ability to work effectively in a sometimes frenetic, high-energy office
- A proven track record as an effective team member in a professional setting
- Extensive software skills (Word, Excel and PowerPoint and MS Outlook)
- Experience with online communication tools (Dropbox, Doodle, SurveyMonkey, etc.)
- Strong internet research knowledge - e.g. travel amenities, city searches for lodging & entertainment, education programming, etc.
- Strong communication skills - especially necessary in person and on the telephone, as the position entails a great deal of telephone and electronic communication
Interested applicants should send resume and cover letter to firstname.lastname@example.org, referencing “Executive Assistant” in the subject line.