Job Description

Job Description

Reports to: President & CEO

Foundation Overview

The Suzanne & Walter Scott Foundation’s vision is to be a catalyst for positive change. The Foundation’s mission is to support the Founders’ visions and interests by investing in education, developing leaders, and advancing communities.

Staff of the Suzanne & Walter Scott Foundation support seven foundations of the Scott/Singer family. Each is unique and independent with its own board of directors and interests. The Foundation seeks to partner with individuals and organizations who share the following values:

• Ambassador of the Foundation’s mission and vision
• Lifelong Learner
• Giver not a Taker
• Strive to Exceed Expectations

****Job Summary

The Executive Assistant (EA) provides comprehensive executive support to the President & CEO (Executive) managing day-to-day responsibilities for the Suzanne & Walter Scott Foundation (Foundation). The EA serves as the primary point of contact for external and internal constituencies on all matters pertaining to the President & CEO. The EA is also the liaison to the Walter Scott Family Foundation and Suzanne & Walter Scott Foundation board members, the Scott/Singer Family (Family), and the senior leadership team. The position requires the ability to anticipate needs and next steps, think strategically, demonstrate refined people skills, and handle confidential matters with discretion.

Roles and Responsibilities

A. Executive Support

1. Organize external and internal meetings with highly complex calendars, making decisions and recommendations to ensure an effective flow of daily activities.
2. Manage Executive’s inbox: assess, prioritize, delegate as appropriate, and respond to emails on Executive’s behalf.
3. Debrief meetings and conversations to track next steps; provide input based on strategic goals and project deadlines.
4. Facilitate Executive’s involvement with external commitments related to boards, committees, and other groups.
5. Keep Executive well informed of upcoming commitments and responsibilities. 1. Prepare Executive in advance with meeting materials. 2. Gather supporting documents, draft agendas, and assist with research. 3. Provide appropriate follow-up.
6. Draft, review, and send communications on Executive’s behalf.
7. Provide a welcoming experience for all guests and staff entering the Executive Office; assist with greeting guests and conference room setup as needed.
8. Answer and respond to phone calls in a polite and professional manner, maintaining open and effective channels of communication.
9. Cultivate Family and office partner relationships.
10. Coordinate travel arrangements with Foundation partners.
11. Maintain comprehensive, accurate, and confidential records and documents (paper and digital).
12. Prepare, reconcile, and submit expense reports.
13. Facilitate EA Team meetings to support collaboration and best practices.
14. Provide administrative support to the Vice President as needed.
15. Assist with special event coordination and holiday planning by the Executive Office.

B. Board Support and Liaison

1. Serve as the Executive’s administrative liaison to the Board of Trustees and Directors and Family.
2. Arrange regular meetings with Board chairs and Board executive committee.
3. Coordinate semi-annual Board meetings, receptions, and one-on-one meetings.
4. Provide administrative assistance for Executive’s preparation of Board materials for review, edits, and developing President’s Report.

C. Senior Leadership Team

1. Coordinate regular cadence for leadership team and one-on-one meetings.
2. Track agenda topics/materials for Executive’s one-on-one meetings.
3. Maintain open communication for the leadership team with Executive.
4. Provide important and timely cascading messages to the leadership team.
5. Arrange end-of-year performance reviews with Executive.

D. Other projects and duties as assigned for the overall benefit of the Foundation.

Qualifications

The ideal candidate for this position is a dynamic professional with a demonstrated ability to achieve results in a demanding and fast-paced environment, in addition to the following:

• Proficient in Microsoft Office (Outlook, Word, Excel, PowerPoint) and Adobe Acrobat.
• Maintain the highest level of confidentiality and inspire trust.
• Operate with the utmost degree of integrity and commitment to quality.
• Work independently with minimum supervision.
• Ability to effectively utilize time based on priorities, projects, and incoming requests.
• Display sound judgment in a variety of situations.
• Exhibit strong organizational skills.
• Show commitment to the mission and desired outcomes of the Foundation by contributing to a teamwork environment.
• Available to work occasional nights and weekends as required to support board meetings and special events.
• Strong written and verbal communication skills.
• Possess excellent relationship building skills.
• Capacity to prioritize, negotiate, and work with a variety of internal and external personalities.
• Represent the Executive and Foundation with the highest level of professionalism.

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Education and Experience Requirements

• Preferred Bachelor's degree or relevant and comparable experience.
• Three to five years related experience supporting C-Level Executives.

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WORK ENVIRONMENT :
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. The work environment is an office setting with varying degrees of temperature and noise levels.

EQUAL EMPLOYMENT OPPORTUNITY EMPLOYER:
Suzanne and Walter Scott Foundation provides equal employment opportunity (EEO) to all persons regardless of age, color, national origin, citizenship status, physical or mental disability, race, religion, creed, gender, sex, sexual orientation, gender identity and/or expression, genetic information, marital status, status with regard to public assistance, veteran status, or any other characteristic that is protected by federal, state or local law.

E-VERIFY:
Suzanne and Walter Scott Foundation is a participant in the federal E-Verify program to confirm the identity and employment authorization of all newly hired employees. For information about the E-Verify program, please visit: https://www.e-verify.gov/employees

PHYSICAL DEMANDS :
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job the employee is regularly required to stand, walk, use hands to finger, handle, feel, lift and/or move up to 10 pounds, talk and hear. The employee is occasionally required to sit, and reach with hands and arms. The work environment may have extended working hours, frequent time constraints, and shifting priorities, contributing to physical and mental stress. Specific vision abilities required by this job include close vision.