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Executive Assistant, Office of the President & CEO

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Published 13 days ago

Gary Community Ventures, invests in for-profit and philanthropic solutions for Colorado’s low-income children and their families. We believe that business and philanthropy can—and should—work together to create opportunities for those who need it most. Gary Community Ventures is committed to investing in quality early childhood and youth development systems, expanding sustainable economic opportunities, and developing and supporting programs that create healthy family and community environments.

As a sunsetting organization, Gary Community Ventures has pledged to invest all assets by 2035 in service of its mission to ensure opportunity for low-income children and families in the Denver Metro Area. 

Reporting directly to the Manager, Program & Strategy, Office of the President and the President & CEO, Michael Johnston, the Executive Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Office of the President.  The Executive Assistant must be creative and enjoy working within a small, entrepreneurial environment that is mission and results driven. This role is responsible for a variety of administrative tasks that facilitate the President & CEO’s ability to effectively lead the organization, including: assisting with special projects; designing and producing complex documents, reports, and presentations; collecting and preparing information for meetings; composing and preparing correspondence; maintaining contact lists; making travel arrangements; and completing expense reports.

The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. This dynamic position requires the ability to anticipate needs, think critically, and offer solutions to problems with a high level of professionalism and confidentiality.  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.

Essential Duties 

Provide sophisticated calendar management

  • Works closely and effectively with the President & 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 President & CEO updated. 
  • Completes a broad variety of administrative tasks for the President & CEO including: managing an extremely dynamic calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.
  • Prioritize inquiries and requests while troubleshooting conflicts; make judgements and recommendations to ensure smooth day-to-day engagements.
  • Plans, coordinates and ensures the President & CEO's schedule is followed and respected. 

Communications

  • Serve as the primary point of contact for internal and external constituencies on all matters pertaining to the President & CEO, provides a bridge for smooth communication between the President's office and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management staff including those of a highly confidential or critical nature. 
  • Prioritize and determine appropriate course of action, referral, or response, exercising judgement to reflect the President & CEO’s style and organization policy. 
  • Provide "gatekeeper" and "gateway" role, providing a bridge for smooth communication between the CEO and staff, demonstrating leadership to maintain credibility, trust, and support with the Leadership Team. 
  • Oversee the organization, prioritization, and management of the President & CEO’s communication including emails, direct messages, mail, voicemail, and other forms of communication. 
  • Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the President & CEO's ability to effectively lead the company. 
  • Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures. 
  • Ensures that the President's bio is kept updated and responds to requests for materials regarding the President and the organization in general

Board and Leadership Team Support

  • Adhere 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/paper format. 
  • Arrange and handle all logistics for Board meetings and events: schedule meetings, develop, compile, and distribute presentation materials; and record meeting minutes. 
  • Anticipate the CEO's needs in advance of meetings, conferences, etc.
  • Work with the Leadership Team to coordinate the CEO’s outreach activities. Follow up on contacts made by the President & CEO to cultivate ongoing relationships.
  • Support Leadership Team meetings, retreats, and assist with events as needed. 
  • Maintains discretion and confidentiality in relationships with all board members


Qualifications

  • Ability to switch gears at a moment’s notice; you thrive in an intense, do-it-yourself, start-up environment.
  • Forward looking thinker, who actively seeks opportunities, proposes solutions, and is proactive with strong decision-making capability.
  • Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
  • High degree of professionalism in dealing with diverse groups of people and strong interpersonal skills, ability to build relationships with stakeholders including Board members, senior executives, staff, community leaders, donors, and partners. 
  • Ability to complete a high volume of tasks and projects with little or no guidance.
  • Ability to react with appropriate levels of urgency to situations and events that require quick response or turnaround. 
  • Able to maintain a high level of integrity and discretion in handling confidential information


Experience Requirements

  • Previous experience supporting high level executives in a fast-pace environment
  • Experience and interest in internal and external communications, partnership development, and fundraising
  • Proficient in Google Suite (Gmail, Drive), Mac Computers, Microsoft Office (Word, Excel, and PowerPoint), Adobe Acrobat, Calendaring platforms, task tracking tools (i.e. Asana). 


Compensation & Benefits:  

● This is a regular, full-time exempt position 

● The salary range for this position is $ 65,000 - $80,000

● Comprehensive health benefits package including medical, dental, and vision and 401(k) plan with employer matching

Other Details: Our team is based in Denver, CO. We are not a remote team; this role will work out of the office Monday to Friday, with occasional weekends.

To Apply: Please send a resume and answer the following questions in lieu of a cover letter (keep your responses to a maximum of 2 pages, 5 Slides, or a 2 minute video):

  1. What excites you about Gary Community Venture’s mission and work? What attracts you to this role and opportunity?
  2. What was your most significant contribution to a team you worked with in the past?

*Our hiring website only allows .doc or .pdf attachments. If you have other attachments, please download them to google drive, and link them via tinyurl or bitly in a word document. You can then upload that document directly into our application site.

Gary Community Ventures, invests in for-profit and philanthropic solutions for Colorado’s low-income children and their families. We believe that business and philanthropy can—and should—work together to create opportunities for…

Details at a Glance

  • Time Commitment
    Full Time Schedule
  • Start Date
    August 1, 2021
  • Professional Level
    Professional

Salary

$65,000 - $80,000

Location

On-site
1705 17th St, Denver, CO 80202, USA

How to Apply

Please send a resume and answer the following questions in lieu of a cover letter (keep your responses to a maximum of 2 pages, 5 Slides, or a 2 minute video):

  1. What excites you about Gary Community Venture’s mission and work? What attracts you to this role and opportunity?
  2. What was your most significant contribution to a team you worked with in the past?

*Our hiring website only allows .doc or .pdf attachments. If you have other attachments, please download them to google drive, and link them via tinyurl or bitly in a word document. You can then upload that document directly into our application site. 

Please send a resume and answer the following questions in lieu of a cover letter (keep your responses to a maximum of 2 pages, 5 Slides, or a 2 minute video):

  1. What excites you about Gary…

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