Overview of the Position

The Executive Assistant (the “Assistant”) provides managerial and administrative support to The Morris Foundation’s (the “Foundation”) President & CEO. The Executive Assistant is responsible for organizing and supporting the President & CEO in performing her priorities and those of the organization. On a weekly basis, the Assistant is responsible for managing organizational tasks, scheduling, coordinating the President’s calendar, preparing documents for upcoming meetings, pulling financial and investment reports for various departments, data base management and entry, paying organizational bills, filing/record keeping, and overseeing assigned projects and duties that may arise from time to time Throughout the year, the Executive Assistant will be assigned projects and duties that are critical to the Foundation’s mission and values and is expected to coordinate at all times with the President & CEO, the Trustees, as well as key staff members and partners of the Foundation.

The Executive Assistant reports directly to the Foundation’s President & CEO.

Core Responsibilities

• Executive Support for President & CEO
  • Schedule meetings and manage the President & CEO’s calendar
  • Prepare materials, research, and correspondence in preparation of any meeting, including weekly staff meetings and meetings with external stakeholders
  • Coordinate meetings hosted at the Foundation and convenings in various venues, including reserving and preparing the meeting space, agendas, documents, and presentations
  • Manage reservations, meals, travel, and catering charges for executive staff
  • Communicate on behalf of the Foundation’s President & CEO, at times
  • Compile the President & CEO’s quarterly expense reports
  • Develop processes, procedures, and organizational approaches to business and work needs
  • Review and summarize documents, correspondence, and reports as needed

• Administrative Support for Organization
  • Process all Foundation expense payments and coordinate with outsourced accounting team on accounts receivable
  • Complete monthly bookkeeping checklist including compiling finance and investment documents for investment and accounting consultants
  • Run financial reports and compile investment documents for accounting and audit team’s annual tax return preparation and audit
  • Create and project manage tasks on the Foundation’s annual operations calendar, including and not limited to annual audit, tax returns, gratitude event, Trustee meetings, annual grant process, and others as assigned
  • Manage specific budget line items including team meals, office supplies, and travel
  • Mange vendor relationships with club and membership groups; building management; office supply services; technology licenses including tech concierge, website, and software licensees; and HR/benefit provider
  • Maintain an organized electronic archiving and filing system
  • Manage the Foundation’s CRM system
  • Update the Foundation’s policy manuals, records, and files as directed by the President & CEO
  • Support with procurement processes and procedures as needed
  • Maintain and purchase office and kitchen supplies, including food and team meals
  • Manage incoming and outgoing mail process, phone, voice messages, and contact email addresses
  • Manage the front desk, including welcoming guests into the office, answering the Foundation’s phone line and coordinating hospitality
  • Support the Foundation in relationship stewardship and values sharing, including sending holiday cards, gifts, and decorations; event planning; and coordination with vendors on website and printed communications

• Administrative Support for the Board of Trustees
  • Prepare documents including reports, agendas, travel itineraries, and lodging for Foundation Trustee meetings
  • Complete presentations and reports at the direction of the President & CEO for Board of Trustees
  • Prepare documents for all Trustee meetings, including agendas and travel itineraries
  • Schedule Trustee travel accommodations including transportation, lodging accommodations, restaurant reservations, and meals as needed
  • Complete document collection and dissemination, follow-up action commitments, and grant recommendation book
  • Maintain accurate and updated Board of Trustee records and/or corporate documents, as applicable

• Annual Grant Distribution Process & Grant Record Keeping
  • Complete data entry for the Foundation’s annual grant allocation process, including electronic record keeping, reporting, and setting up the electronic grant application process
  • Maintain the electronic grant database including updating contact information, reporting, and communication templates
  • Process checks to 100+ nonprofit programs annually, including working in the electronic grant management software and accounting software to reconcile data and ensure accuracy
  • Provide reports and updates to staff, communication to agencies, and data for accounting reconciliation, at the direction of the Foundation’s President & CEO and Director of Partnerships
  • Compile grant recommendation book for the annual grant review meeting, at the direction of the Foundation’s President & CEO and Director of Partnerships
  • Process all agency application, approval, and reporting documentation, at the direction of the Foundation’s President & CEO and Director of Partnerships
  • Lead grant check reconciliation, record keeping, and processing

• Other duties as assigned

Required Technical Skills & Professional Experience

• 3 years of experience working for C-suite or executive leaders to manage their daily workflow; 5 years’ experience preferred
• Ability to accurately enter, record, and pull reporting from various databases and precisely reconcile and prepare reports in a presentation format for leadership
• Experience with CRM, finance, and bill payment software programs to enter data, update information, and run reports
• Demonstrated career experience producing written communication for C-suite or executive leaders that reflects their tone and messaging
• Experience coordinating vendors, especially legal, tax, accounting, and audit professionals
• Adept with technology related to all Office 365 products, Adobe, virtual communication platforms, database management systems, and accounting software programming, or the ability to learn and master such systems
• Bachelor’s degree required and degree in social service or related field preferred
• Connections within the Fort Worth area strongly preferred

Hours and Office Requirements

• Position is in-person with limited ability for remote work
• Daily hours of 9:30AM-4:30PM, at least 40 hours per week
• Some nights and weekends
• There is no expectation for out of city travel

Primary Responsibilities

• EXECUTIVE SUPPORT FOR PRESIDENT & CEO (40% of time): Provides administrative support to the Foundation’s President &CEO to execute the priorities of the Foundation and Foundation’s President & CEO.
• ADMINISTRATIVE SUPPORT FOR ORGANIZATION (40% of time): Completes all administrative functions necessary for a smoothly run grant distribution reporting, record keeping, and check distribution process.
• ADMINISTRATIVE SUPPORT FOR BOARD OF TRUSTEES (10% of time): Provides administrative functions related to the Foundations Board of Trustees
• ANNUAL GRANT DISTRIBUTION PROCESS & RECORD KEEPING (10% of time): Works directly with the President and other executive leaders to execute the annual grant application and recommendation process, including maintaining updated and accurate record keeping, data entry, reporting, and liaising with accounting team on check reconciliation

To apply, please submit via email one PDF attachment that includes, in this order, a cover letter with your preferred salary range, resume/CV, and three references. Name of submission file should follow this format “TMF_Ex Assistant_[FIRST&LAST NAME].”

Email the submission to ebrands@tmffw.com. Include in the subject line “Executive Assistant Submission – [FIRST and LAST NAME].”

At The Morris Foundation, we respect and honor the diversity in our workplace. We are an Equal Opportunity Employer. As an Equal Opportunity Employer, The Morris Foundation hires without consideration to race, religion, creed, color, national origin, age, gender, gender identity and expression, sexual orientation, marital status, veteran status, disability, national origin, genetic information, or any other category protected by applicable state and national law.