TITLE: Executive Assistant
REPORTS TO: President
ABOUT THE FOUNDATION:
The Carl B. & Florence E. King Foundation is a privately funded grantmaking organization. It is a tax-exempt charity under Section 501(c)(3) of the Internal Revenue Code. It is financially supported by its own endowment, and therefore does not raise money from the public. The role of the Foundation is to support the frontline work of effective operating charities addressing a range of issues in two states.
The Foundation was established in 1966 and is headquartered in Dallas, Texas. Funded by gifts from Carl and Florence King, and later their daughter, Dorothy, the Foundation at year-end 2022 had net assets of $96 million. It awards more than $3 million per year in grants to nonprofit organizations serving residents in 75 counties in North Texas, West Texas, the Arkansas Delta, and South Arkansas. Among the causes the Foundation targets are arts, education, and social services. More information is available at www.kingfoundation.com.
Works with the President and program staff to manage the competitive grantmaking cycles of the Foundation, monitor past grantees, and provide administrative support for the Foundation. The Executive Assistant will play a critical supportive role in the transition of Foundation leadership from the current President to her successor in January 2025.
The Executive Assistant primarily provides project, secretarial, and administrative support to the President. In addition to primary assigned functions, the Executive Assistant interfaces with, and provides support to the Board of Directors and other staff, as needed. The Executive Assistant interacts with visitors, grantees, Board members, and other staff. He/she performs a wide variety of functions including organizational support primarily to the President. The Executive Assistant serves as the custodian or corporate/governance records. As a Foundation staff member, the Executive Assistant provides various other services, as needed.
- Visitors - Greets visitors to the Foundation and answers incoming calls.
- Board Materials - Under the supervision of the President, assumes lead responsibility in scheduling and preparing for Board and Committee meetings, including editing staff memos/reports, planning agendas, and developing and transmitting Board materials. Arranges for needed meeting technology and/or facilities, and makes needed arrangements for guest presentations.
- Events - Plans and supports all Foundation events (e.g., grant cycles, Board committee meetings, receptions, convenings). Oversees logistical planning efforts, including execution of contracts with the hosting properties and/or caterers. Plans and organizes all staff functions.
- Scheduling and Appointments - Coordinates and oversees the President’s schedule and confirms scheduled appointments, including conference calls and videoconferences.
- Travel - Schedules business-related travel arrangements for the President and the Board.
- Messages - Tracks all telephone and other forms of messaging (e.g., e-mail, voicemail, written correspondence) for the President, assuring that responses to inquiries and questions are timely. Anticipates information needed and researches such information, as may be required, for the President to properly respond to inquiries and questions made.
- Voicemail Greetings - Maintains the appropriate message greeting for auto-attendant and the telephone of the President.
- Policy Compliance - Assures the Foundation’s document retention policy is current and adhered to, including development and implementation of destruction schedule.
- Drafts and edits all correspondence and written material for the President, assuring timely review and response. Edits all grant-related materials that will be presented to the board or its committees.
- Archives - Maintains binders of meeting materials, monthly financial statements, investment reports, grant related reports, procedures, and corporate records.
- Master Calendar - Maintains a master calendar with important meetings and staff travel, updated weekly.
- Facilities - Coordinates maintenance of the leased premises, including janitorial services to keep the office clean and safe and ensure its appliances are in good working order. Assesses facility maintenance needs and coordinates response with landlord using online request system.
- Inventory - In compliance with administrative budget, maintains inventory and office supplies and anticipates future needs.
- Equipment - Coordinates purchasing and serviceability of office supplies/equipment.
- Overnight Packages - Prepares overnight mail packages, as needed.
- Expense Reports - Prepares expense and reimbursement reports for the President at least monthly.
- Principal Contact Information - Maintains a current list of contact information for Board Members, staff, and key consultants/vendors.
- Policies and Procedures – Maintains Foundation policies and procedures document. Makes updates as directed by the President.
- Serves other functions and provides analytical research, as requested.
- Must have the ability to perform complex tasks with limited or no supervision.
- General secretarial skills are essential including telephone reception, scheduling, sorting and routing of correspondence, and management of complex tickler systems are required.
- Proficient in use of computer application programs, including word processing, spreadsheets, desktop publishing, and presentation programs. Special emphasis on Microsoft Office (e.g., Word, Excel, PowerPoint, Publisher) and Microsoft Windows applications is preferred.
- Must be highly organized and able to assist staff relative to established deadlines.
- Needs to be proficient in file organization and retrieval systems.
- Excellent verbal and written communication skills are essential. Must have strong editing and good composition Must possess both written and verbal communication skills and have excellent knowledge of appropriate grammar.
- Should be able to take and produce thorough meeting minutes.
- Should be able to independently prepare comprehensive and analytical reports at President’s request.
- Must be perceptive, able to discern and timely advise the President of matters of particular importance.
- Adaptable to needs of a small-staffed organization, with a willingness to pitch in when circumstances require.
- Ability to establish and maintain effective working relationships with staff, Board of Directors, and other constituents.
- Ability to work under minimal supervision, exercise good judgment, and observe confidentiality.
- Sufficient good health to properly discharge duties.
- Position is 37.5 hours per week, although slightly longer hours may be necessary during portions of the competitive grant cycle. Office hours are normally 9:00 a.m. to 4:30 p.m. weekdays. May be asked to shift hours on days of Board or Board committee meetings (roughly ten times per year maximum). Working from home periodically may be permitted with the President’s consent once the Executive Assistant is settled in the position.
- Position is primarily based in Dallas, but may occasionally involve travel, at Foundation expense, to West Texas or Arkansas to support planned activities, and to other locations as needed.
- Foundation pays for professional development activities relevant to each position, such as conferences and trainings, plus travel expenses.
- Salary of up to $68,000, based upon prior experience. Compensation is determined in compliance with best practices for private grantmaking foundations and reflects the successful candidate’s job experience and capabilities.
- Seven paid one-day holidays per year, plus three days during Thanksgiving Week and the period between Christmas Eve through New Year’s Day, and PTO per Board-approved accrual schedule.
- Benefits are subject to individual eligibility as determined by carrier, but may include group health insurance, short-term disability insurance, long-term care insurance (all insurance currently paid by Foundation at 100%), and annual Foundation contribution (determined each December) of up to 10% of eligible salary to SEP-IRA plan. Additional employee contributions by 403(b) salary deferral are also
- Finalist(s) will be asked to take a writing assessment and undergo criminal background and credit checks before final offer.
Send cover letter and resume to firstname.lastname@example.org with Executive Assistant in the subject line.