Job description

Description: Denver Scholarship Foundation (DSF) is seeking an Executive Assistant to join our team. We are looking for passionate, driven individuals who desire to excel within an evolving organization. In 2019, 2020 and 2021, DSF was named one of the Denver Post’s Top Workplaces, a testament to our team and to our intentionality in co-creating a positive, inclusive work environment and culture. When you join the DSF team, you will enjoy a supportive, dynamic, and innovative environment where your work has an impact. As an organization, DSF strives to be a leader in the community by embodying the values of equity, innovation, leadership, learning, relationships, and integrity in everything we do.

DSF is a nonprofit organization whose mission is to inspire and empower DPS students to enroll in and graduate from postsecondary institutions of higher education, by providing the tools, knowledge, and financial resources essential for success. Our core values guide our work. DSF is dedicated to learning and innovation, as we constantly seek to improve our services. By doing so, we seek to demonstrate leadership within the community. We build strong relationships with college staff members, partners, and the broader community. We are committed to equity and inclusivity, believing in the value and ability of all students.
We seek candidates who will model, live, and reinforce DSF’s mission and core values with colleagues, students, families, and the broader community. If you agree with the DSF philosophy and mission then, we invite you to join us and help make college possible for Denver's students.
Job Summary
Reporting directly to the CEO, the Executive Assistant provides executive support in a one-on-one working relationship. The Executive Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to the CEO and COO. The Executive Assistant also serves as a liaison to the board of directors and senior management teams; organizes and coordinates executive outreach and external relations efforts; and oversees special projects. The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The Executive Assistant will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.

Job Responsibilities
Reporting directly to the CEO, the Executive Assistant provides executive support in a one-on-one working relationship. The Executive Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to the CEO and COO. The Executive Assistant also serves as a liaison to the board of directors and senior management teams; organizes and coordinates executive outreach and external relations efforts; and oversees special projects. The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The Executive Assistant will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.
Executive Support

• Completes a variety of administrative tasks for the CEO including managing an active calendar of appointments; completing expense and mileage reports; composing and preparing correspondence; arranging travel plans, itineraries, and agendas; and compiling documents for meetings.
• Reads and screens incoming correspondence, makes preliminary assessment of materials and organizes documents, handles some matters personally, and forwards appropriate materials to the executive and staff.
• Plans, coordinates, and ensures the CEO's schedule is followed and respected, creating acceptable situations for direct access to the CEO’s time and office.
• Communicates directly, and on behalf of the CEO, with DSF board and executive committee members, donors, Foundation staff, and others, on matters related to CEO’s initiatives.
• Researches, prioritizes, and follows up on incoming issues and concerns addressed to the CEO, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
• Provides a bridge for smooth communication between the CEO’s office and internal departments; demonstrating leadership to maintain credibility, trust, and support with senior management staff.
• Works closely and effectively with the CEO to keep them well informed of upcoming commitments and responsibilities, following up appropriately.
• Acts as a "barometer," having a sense for the issues taking place in the environment and keeping the appropriate Executive team member informed.
• Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows through on projects to successful completion, often with deadline pressures.
• Provides administrative and scheduling support to CEO, CDO, and COO, as needed.
• Other duties as assigned.

Board Support and Liaison

• Serves as the CEO’s administrative liaison to Denver Scholarship Foundation's board of directors; assists board members with questions and requests, as needed.
• Coordinates board and committee meetings and all associated logistics, prepares agenda and materials, maintains rosters, and files meeting materials.
• Takes minutes for varied committees (excludes board of directors meeting minutes and executive committee minutes).
• Maintains discretion and confidentiality in relationships with all board members.
• Adheres to compliance with applicable rules and regulations set in bylaws regarding board and board committee matters, including advance distribution of materials before meetings in electronic format.
• Coordinates new board member orientations and annual board retreat.
• Updates and maintains board member lists, contact information, and committee rosters, and coordinates any changes needed directly with MarComm, Events, and IT.
• Coordinates and implements any board related events and works in partnership with MarComm and/or the Events team when needed.

COO Executive Support

• Performs administrative duties as necessary including computer data entry, copying, filing, making phone calls, setting up meetings, formatting various documents, preparing reports, revising manuals and operating a variety of office equipment.
• Performs a wide variety of confidential, routine, and complex document and records management duties.
• Produces reports using database systems, including but not limited to Salesforce, Access, Raiser's Edge, Excel, Paylocity and more.
• Creates Multimedia presentations, utilizing PowerPoint, Google Slides, Canva and more.
• Conducts time-sensitive research and inquiry on a variety of topics.
• Assists with the management of seasonal interns.
• Ensures timely expense workflow.
• Manages complex, confidential information flow in a timely and accurate manner by elevating critical items, deadlines and supporting effective weekly workflow.
• Updates shared resources and forms for all employee use.
• Proposes and assists with establishing standards of efficient and quality production and workflow.

Development

• Works with the Development team in coordinating and scheduling the CEO and CDO's outreach activities.
• Follows up on contacts made by the CEO and supports the cultivation of ongoing relationships .

Logistics and Office Support

• Greets and attends to office guests, screens main line phone calls and general email accounts and routes to correct department.
• Serves as a backup to Operations Manager.

Requirements: Required Skills and Abilities

• Self-directed and highly organized with proven ability to manage multiple priorities and tasks and deliver on-time results;
• Demonstrated ability to handle multitasking;
• Demonstrated ability to build and maintain effective working relationships within a team environment and to motivate others;
• Demonstrated comfort with learning new technology tools including database programs, software programs, internet tools, and communication tools;
• A sense of humor, tolerance for change, and a demonstrated ability to create a positive culture;
• Keen awareness of sensitive nature of work and the need for confidentiality;
• Experience working with culturally diverse and communities with low-income
• Proficiency with Microsoft Office (i.e. Outlook, Word, Excel, PowerPoint);
• Excellent presentation, written, and interpersonal skills.

Education and Experience

• Bachelor’s degree preferred, 7 to 10 years executive support experience or equivalent combination of education and experience;
• Advanced knowledge of Outlook, Office 365, PowerPoint, Microsoft Excel functions and formulas;
• Familiarity with customer relationship management systems; Raiser’s Edge and/or Salesforce experience preferred.

Compensation & Benefits

• $67,000 to $85,000
• 401(k) plan with $ for $ match of up to 5%
• Group health, dental, and vision insurance (low to no cost premium plans offered)
• Life Insurance that provides 1.5 Times Your Annual Salary
• Short Term and Long Term Disability Insurance
• Short Term Disability Supplement (Based on Years of Service)
• Paid holidays (includes Winter Break and Summer 1/2 Fridays in June and July) and 2 Floating holidays each year
• Trusted Time Off (unlimited vacation policy following 90 days)
• Paid Maternity and Paternity Leave (Based on Years of Service)
• ID Theft Protection and Will Preparation Assistance
• Legal and Financial Counseling
• Four Professional Wellness Sessions
• Employee Assistance Free and Confidential Counseling Services
• Hybrid remote work schedule available

As part of our commitment to health and safety, DSF employees must be fully vaccinated against COVID-19. All persons offered a position will be required to provide valid proof of vaccination prior to starting employment.
Denver Scholarship Foundation provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. Learn about DSF’s commitment to Equity & Inclusion.

Job Type: Full-time

Pay: $67,000.00 - $85,000.00 per year

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