Administrative Assistant (MF)

The Cynthia and George Mitchell Foundation; Austin (TX); On-site; USD 60,000 - 85,000; Full time

Job summary

The Cynthia and George Mitchell Foundation in Austin, TX seeks an Administrative Associate to enhance operations and executive support for the Sustainability Program. You will manage the VP’s communications, calendar, and travel while supporting grants administration and reporting to the VP and board.

Relocation coordination, office logistics, and maintaining efficient office systems are key aspects of the role, with a focus on discretion and professional collaboration.

Qualifications

• At least five years of experience in executive administration with schedule management.
• Experience in nonprofit sector preferred; ability to partner with VP and staff.
• Excellent written and oral communication; highly organized with attention to detail.
• Proactive problem-solving, discretion, and strong interpersonal skills are essential.
• Ability to manage multiple tasks in a small office and coordinate logistics.

Responsibilities

• Manage VP’s email, calendar, travel, and meetings with precision.
• Prepare executive responses and assist in drafting board materials and reports.
• Support grants administration and grant reporting to VP, president, and board.
• Lead office relocation logistics and IT needs for CGMF moves.
• Oversee general office operations, inventory, and vendor relations.
• Coordinate internal and external meetings, materials, and AV needs.
• Track staff expenses and prepare monthly accounting documentation.
• Maintain confidentiality and professionalism in all interactions.

Skills

Schedule management

Executive administration

Nonprofit sector knowledge

Written and oral communication

Time management

Organization

Problem-solving

Interpersonal skills

VP partnership

Mac Office proficiency

Tools

Microsoft Office Suite

Job description

The Cynthia and George Mitchell Foundation (CGMF) is a mission-driven, grantmaking foundation that seeks innovative, sustainable solutions for human and environmental problems. The foundation funds high impact projects in Texas at the nexus of environmental protection, social equity, and economic vibrancy. The Mitchell Foundation’s Sustainability Program currently focuses on initiatives related to water, clean energy, land conservation, shale sustainability, and sustainability education. The foundation’s other programs all focus on carrying out the legacy of Cynthia and George Mitchell, including a community revitalization effort in Galveston.

OVERALL FUNCTION:

The Administrative Associate’s (AA) primary responsibility is to enhance the CGMF and its Sustainability Program’s effectiveness by ensuring overall smooth office management and operations, providing information, process and grants management and a broad range of additional administrative and executive support. The AA’s role is a critical member of the team by being the first point of contact for the CGMF and managing significant activities that have a direct impact on managing the CGMF’s work flow. The AA provides executive-level support to the vice president (VP) of sustainability programs, and program staff. Using key operational skills, this is an excellent opportunity for a dedicated and skilled Senior Assistant to partner with a strong leader in the central hub of a transformational philanthropy on complex environmental issues, and to gain knowledge of current sustainability matters in Texas.

The AA will manage VP’s email, organize internal and external meetings, contribute to the grant-making team, support the development of reports and other materials as needed. Finally, the AA is responsible for managing grant requests, tracking those grants, and developing and delivering reports on those grants to the VP, president and board of directors. In addition, the CGMF anticipates relocating from its current offices to a new location in Austin. The AA will lead the relocation effort, including coordinating logistics, identifying IT needs, and coordinating updates for board and staff.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Answer and direct incoming phone calls to appropriate staff with professionalism; accurately relay messages from calls.
• Develop effective schedule relative to short-term needs, long-term plan and yearly goals.
• Maintain busy calendar and arrange extensive travel for VP and other staff as requested.
• Monitor and track Vice President’s email to ensure timely response and flag urgent issues for follow up.
• Prepare executive responses to routine emails, letters, or correspondence. Manage occasional written correspondence on behalf of VP.
• Manage and maintain VP’s schedule by planning and scheduling meetings, conferences, teleconferences, and travel.
• Coordinate and manage VP’s schedule and maximize efficient use of VP’s time.
• Prepare VP for meetings including printing documents, collecting supporting documentation and researching background information
• Keep informed about major projects; learn and stay abreast of current priorities as they relate to program strategy and VP goals.
• Manage entry, approval, tracking, and reporting for grants for foundation grantmaking programs.
• Assist in drafting and editing of Board reports, news updates, and other materials.
• Support grants administration process and maintain the grants management system.
• Take, edit, and distribute board meeting and board committee meeting minutes in a timely manner.
• Plan and prepare for internal and external meetings to include the handling ofall appropriate logistics to ensure their success, such as scheduling, preparation, and distribution of meeting materials; overseeing and troubleshooting the audio/visual needs; coordinating logistics; organizing meals; ensuring appropriate meeting room set-up; and maintaining files on meetings and other follow-up.
• Lead smooth office management. Maintain inventory and office supplies. Anticipate office needs; evaluate new office products and technology; place and often expedite orders when necessary.
• Ensure operation of office and IT equipment, troubleshooting problems and ordering maintenance when necessary.
• Maintain inventory of office kitchen, as well as being responsible for cleanliness of the office kitchen.
• Track staff expense reports and program-related expenses, and submit monthly documentation to the accounting department.
• Assist in research of specific topics and prepare reports and visual aids, as requested.
• Generate and implement ideas for office and systems improvement.
• Lead the logistical, IT, and furnishings process for CGMF’s upcoming office move.
• Maintain a high degree of professionalism and discretion at all times.

This job description reflects the assignment of essential functions; it does not prescribe or restrict the tasks that may be assigned.

REQUIRED KNOWLEDGE, SKILLS & ABILITIES:

• At least five years of previous experience working in an executive administration capacity with demonstrable knowledge of schedule management
• Experience in the nonprofit sector, environmental field preferred
• Formidable coordination ability in true partnership with VP
• Excellent written and oral communication skills
• Highly organized with strong attention to detail
• Excellent time management skills and ability to prioritize and juggle diverse tasks while maintaining attention to the details
• Proven ability to work well under pressure, take initiative, and be a creative problem-solver
• Good interpersonal skills, as this job requires frequent interaction with diverse individuals including board trustees and community leaders
• Ability to create strong relationships, both inside and outside the foundation, and represent the foundation in the most effective and gracious manner
• Poised, confident, self-directed and assertive with high energy, resourcefulness, adaptability and creativity
• Knowledge of standard office practices and procedures
• Proficiency with Microsoft Office programs, especially Outlook, Word, Excel, and PowerPoint in a Mac environment
• Experience using database software preferred
• Capable of working in a quiet, small office environment and occasionally alone

SUCCESS FACTORS:

• Understands role and its critical importance to the success of CGMF’s mission
• Extreme work flow and time management skills
• Interest in and dedication to the foundation’s mission
• Takes initiative and willing to pitch in when necessary
• Positive attitude and a good sense of humor
• Adaptable, flexible nature
• Ability to work both independently and collaboratively as part of a team
• Strong interpersonal skills

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 required to stand; walk; sit; use hands to finger, handle or feel; reach with hands and arm; climb stairs, balance; stoop, kneel, crouch, or crawl; talk or hear. The employee must occasionally lift and/or move up to 25 pounds. This position requires the frequent use of computer office software and databases. Specific vision abilities required by the job include close vision, distance vision, peripheral vision, depth perception, and the ability to adjust focus.

WORK ENVIRONMENT:

The CGMF is located in the Carillon Building in Austin, Texas. The office environment is a typical small office with low noise levels, shared kitchen facilities, and a collegial atmosphere. Ample parking is available, and the office has access to public transportation. This position resides in an open shared office space. At least twice a year, travel and overnight work is required for foundation retreats. Additional travel may occur.