Organization Overview
At the Buell Foundation, we invest in Colorado’s future every day.
We do this by partnering with programs and organizations to ensure that there is a quality system in place that allows all children to be valued, healthy, and thriving. The Foundation provides funding in two primary areas of interest: early childhood education and development and comprehensive sex education. The Foundation was established in 1962 by noted Denver architect and philanthropist, Temple Hoyne Buell.
Position Summary
The Executive Assistant plays a crucial role in maintaining a professional, productive, and supportive office environment that contributes to the overall success of the Buell Foundation. The Executive Assistant specifically supports the President & CEO (CEO) and Vice President of Programs through management, coordination, and prioritization of a wide range of tasks and projects that contribute to the effective functioning of the Foundation. This full-time position is exempt and reports to both the CEO and the Vice President of Programs, with specific supervision by the Vice President of Programs. The Executive Assistant must be well-organized, innovative, and proactive in completing tasks without direction.
The Executive Assistant will interact with a diverse group of people including Board members and staff, grant partners, government officials, both elected and appointed, community leaders, other Foundations, and a variety of other organizations and individuals. Support for these executives requires flexibility, a continuous professional demeanor, a friendly communication style, and consistent initiative. This position must maintain the confidentiality of communications at the highest levels of the Foundation.
Job Responsibilities
Reasonable accommodation may be made to enable individuals with disabilities to perform these essential functions.
Executive Support:
- Provide specific support to the CEO and Vice President of Programs. The position may also support the Vice President of Finance and Vice President of Operations as needed.
- Organize and manage schedules of the CEO and Vice President of Programs; ensure timely and courteous responses to messages and inquiries, set/confirm/prepare for appointments, prioritize inquiries and requests while troubleshooting conflicts; make judgments and recommendations to ensure smooth day-to-day engagement and tactfully navigate declined events or appointments.
- Make travel arrangements for the CEO and Vice President of Programs, as needed.
- Ensure effective representation and organization of Foundation business. Appropriately represent the values, reputation, messaging, and mission of the Foundation.
- Screen and organize mail for the CEO and Vice President of Programs.
- Receive incoming correspondence on behalf of Executive Leadership Team, review contents, determine importance, and summarize and/or distribute contents to appropriate staff.
- Proactively follow-up on meeting action items, due dates and deliverables of CEO and Vice President of Programs to ensure preparedness and successful, timely execution.
- Maintain strong working knowledge of the operations of the Foundation.
- Support IT needs of the CEO and Vice President of Programs.
- Maintain confidentiality of sensitive information.
Board of Trustees Support:
- Provide assistance to and act as a liaison to Trustees as directed by CEO and Vice President of Programs.
- Coordinate and prepare for Board meetings, including Board correspondence and scheduling. Oversee the bimonthly production, assembly, quality review, and delivery of hard and electronic copies of board books to Trustees and Staff.
- Arrange conference lines and appointments for remote attendees.
- Provide administrative support to Board of Trustees as directed by the CEO, including assisting with correspondence and other requests for support.
Programs Administrative Support:
- Support the Vice President of Programs in preparing for and coordinating various procedures and activities of the Programs Team.
- Support Programs Team with file creation, document management, meeting planning, and travel logistics.
- Prepare Programs Team meeting agendas, take meeting notes, and track follow-up items.
- Support Programs staff with research on program-related issues.
- Maintain resource archive related to the Foundation’s priority funding areas.
- With direction from Vice President of Programs, support Programs Team with projects as needed.
- Provide copy editing as needed on a variety of documents. Ensure style/formatting standards for all external documents.
General Office Support:
- Provide back-up administrative support to the Administrative Assistant. May include acting as the first contact for the Foundation, including receiving visitors and answering phones.
- Direct inquiries and information to appropriate team members.
- Design and support process improvement activities and analyze the effectiveness of existing processes.
- Design and implement office processes as needed or as requested. Document procedures and ensure documentation is current and updated regularly.
Special Projects:
- Provide project management, special research, and administrative support for special projects of interest to the Board, President and CEO, and Vice President of Programs.
- Assist CEO and Vice President of Programs with projects and events as needed.
- Other duties, as assigned by the CEO or Vice President of Programs.
Knowledge, Skills, Abilities and Attributes
- Planning and organization: Strong organizational skills with exceptional project management, time management, and ability to manage multiple tasks and priorities to meet deadlines.
- Collaboration: Works effectively in a collaborative work environment characterized by a growth mindset.
- Adaptability: Ability to effectively adapt to changes in the work environment; manage competing demands and respond positively to delays or unexpected events.
- Dependability: Consistency at work; respond to direction and feedback; reliable with a high level of integrity.
- Tech savviness: Proficiency in technical applications and platforms including:
- Full Microsoft 365 Suite - Word, Excel, PowerPoint, Outlook, Access, Teams, OneDrive, and SharePoint
- Communication: Excellent verbal and written communication skills.
- Relationships: Ability to form trusting relationships internally and externally that include meeting people where they are, providing effective follow up, demonstrating reliability and creating mutual value. Comfortable working cross-departmentally and contributing to a positive team environment.
- Customer Service: Excellent customer service skills with diverse audiences.
- Positive Team Member: Ability to work with a wide variety of people; be self-motivated with a positive attitude and strong work ethic.
- Problem Resolution: Ability to resolve challenges in a timely manner; gather and analyze information skillfully to make informed and sound decisions.
- Discretion: High level of professionalism, diplomacy, and discretion with the ability to maintain matters of confidentiality.
- Attention to Detail: Skilled at producing accurate work.
Education/Experience
- Bachelors’ degree preferred.
- Minimum of five years of experience supporting a senior executive or team in the role of executive assistant, personal assistant or similar.
- Experience working for a nonprofit, foundations or equivalent preferred.
- Experience and comfort working in a small office that is team-oriented, mission driven, and strives for excellence.
Working Conditions
- This is an in-person position based in the Foundation’s Denver office. Typical office hours are Monday through Friday 8:30 a.m. to 5:00 p.m.
- The workload will fluctuate due to deadlines and shifting priorities.
- This position will be exposed to sensitive and confidential information.
- Occasional evening and weekend work may be required.
- Physical demands may involve lifting materials and equipment up to 25 pounds.
- Periodic travel, including travel in personal vehicle may be required to complete duties of this position.
Compensation
This is a full-time, exempt position. Annual salary commensurate with experience in a range of $64,000 to $96,000. The Buell Foundation provides a generous benefits package, including paid vacation and sick leave, medical insurance, dental and vision insurance, and retirement plan.
Application Details
All applications should be emailed to Erica Fukuhara, Vice President of Operations at efukuhara@buellfoundation.org by June 13. Please include “Buell Executive Assistant” in the subject line of emails. Applications should include the following:
- A cover letter outlining the applicant’s match with the position requirements.
- Resume
Contact information for three business references, one of whom is/was an immediate supervisor with firsthand knowledge of applicant’s professional abilities will be requested during the interview process.
No phone calls, please. Position will remain open until filled.
Equity, Diversity, and Inclusion
The Buell Foundation is an equal opportunity employer that is committed to creating a diverse and inclusive environment. All qualified applicants will receive consideration for employment without regard to race, color, national and ethnic origin, religion, gender, gender identity or expression, sexual orientation, national origin, disability, age, or veteran status.