Executive Administrative Assistant

COLORADO SCHOOL OF MINES; Golden (CO); On-site; USD 64,000 - 80,000; Full time

Benefits offered by this job

Medical and Dental plans 85% covered

403(b) plan with employer contribution

Flexible spending account (FSA)

Vision plan

Short Term Disability (STD)

Long Term Disability (LTD)

AD&D

Supplemental Life Insurance

Job summary

The Colorado School of Mines Foundation seeks a Finance & Administration professional to provide high‑level executive and administrative support to the Chief Financial Officer in Golden, CO. You will coordinate regulatory filings, records management, and special projects, and collaborate with the Finance & Administration team to advance organizational priorities.

Responsibilities include calendar management, invoices, and board support, with opportunity to contribute to audits, governance, and

Qualifications

• Some college coursework or bachelor's degree preferred.
• Three to five years of experience in an executive administrative or professional office environment.
• Proficiency in Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint; Visio experience preferred.
• Excellent organizational, communication, and customer service skills with strong attention to detail.
• Proven ability to manage multiple priorities, meet deadlines, and coordinate projects.
• Sound judgment, discretion, and the ability to handle confidential information.
• Ability to interpret policies and procedures, solve problems, and work independently.
• Demonstrate and embody the values of CSMF: mutual support, integrity, respect, and service.

Responsibilities

• Provide high-level administrative support to the Chief Financial Officer and Finance & Administration team.
• Manage calendars, correspondence, deadlines, and follow-up activities.
• Prepare agendas, reports, presentations, spreadsheets, meeting materials, and business communications.
• Coordinate departmental meetings, special projects, and cross-functional initiatives.
• Conduct research and maintain project trackers.
• Manage incoming mail, telephone inquiries, and stakeholder communications while ensuring responsive customer service.
• Process invoices, accounts payable documentation, incoming checks, and related financial records.
• Support the annual audit process.
• Coordinate charitable registrations, regulatory filings, and corporate records.
• Maintain document retention schedules, physical and electronic records.
• Assist with banking, investment account administration, signature collection, and other financial administrative activities.
• Support board, committee, and corporate governance functions by coordinating meetings, preparing materials, recording minutes, and tracking action items.

Skills

Executive admin

Project coordination

Communication

Attention to detail

Discretion

Education

Some college coursework

Bachelor's degree preferred

Tools

Microsoft Office Suite

Outlook

Word

Excel

PowerPoint

Visio

Job description

Finance & Administration Full Time Clerical Golden, CO, US

Job Purpose

Provide high-level executive, administrative, and operational support to the Chief Financial Officer of the Colorado School of Mines Foundation. Serve as a key partner to the Finance & Administration team by coordinating administrative operations, regulatory compliance filings, records management, and special projects. Support the administrative functions of Oredigger Assets, the Property Management Corporation, and the Mines Venture Fund, ensuring efficient operations, strong stakeholder communication, and effective execution of organizational priorities in support of departmental and Foundation objectives. Reports to the Chief Financial Officer.

About Us

Come and join an engaging and highly collaborative team at the Mines Foundation. We are looking for an organized and driven individual to use their skills to help us fulfill our mission of financially supporting Colorado School of Mines. This role offers an opportunity to shape programs and strategies that best engage the Mines community.

Compensation

The compensation range for this position is $64,000-80,000 annually. This target is based on the available budget and the level and scope of the role. An offer will be made commensurate to the candidate’s experience, education, and qualifications as they pertain to the duties of this position.

Benefits

• Medical and Dental plans are offered and covered 85% by the Foundation.
• These plans may also cover dependents.
• Short Term Disability (STD).
• Long Term Disability (LTD).
• Accidental Death & Dismemberment (AD&D).
• supplemental Life Insurance.
• 403(b) plan with contribution from the employer.
• flexible spending account (FSA).
• Vision plan.
• voluntary plans.

Employees may participate in any number of these plans.

Executive & Administrative Support

• Provide high-level administrative support to the Chief Financial Officer and Finance & Administration team.
• Manage calendars, correspondence, deadlines, and follow-up activities.
• Prepare agendas, reports, presentations, spreadsheets, meeting materials, and business communications.
• Coordinate departmental meetings, special projects, and cross-functional initiatives.
• Conduct research and maintain project trackers.
• Manage incoming mail, telephone inquiries, and stakeholder communications while ensuring responsive customer service.
• Process invoices, accounts payable documentation, incoming checks, and related financial records.
• Support the annual audit process.
• Coordinate charitable registrations, regulatory filings, and corporate records.
• Maintain document retention schedules, physical and electronic records.
• Assist with banking, investment account administration, signature collection, and other financial administrative activities.
• Support board, committee, and corporate governance functions by coordinating meetings, preparing materials, recording minutes, and tracking action items.

Property, Venture Fund & Operational Support

• Support property management operations by assisting with tenant communications, leasing activities, move-in coordination, and property records management.
• Coordinate vendor, contractor, and maintenance activities and assist with property inspections and operational projects.
• Participate in emergency on-call support for urgent tenant and property-related matters.
• Assist with marketing and stakeholder communications related to property and operational activities.
• Provide administrative support for the Mines Venture Fund, including Limited Partner communications, meeting coordination, document distribution, signature collection, and records management.
• Perform other duties and special projects as assigned.

Skills/Qualifications

• Some college coursework or bachelor's degree preferred.
• Three to five years of experience in an executive administrative or professional office environment.
• Proficiency in Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint; Visio experience preferred.
• Excellent organizational, communication, and customer service skills with strong attention to detail.
• Proven ability to manage multiple priorities, meet deadlines, and coordinate projects.
• Sound judgment, discretion, and the ability to handle confidential information.
• Ability to interpret policies and procedures, solve problems, and work independently.
• Demonstrate and embody the values of CSMF: mutual support, integrity, respect, and service.

Colorado School of Mines Foundation is committed to operating fair and unbiased recruitment procedures allowing all applicants an equal opportunity for employment, free from discrimination on the basis of religion, race, sex, age, sexual orientation, disability, color, ethnic or national origin or any other classification as may be protected by applicable law. We aim to recruit the right people for the jobs we have to offer, and to assess applications on the basis of relevant skills, education and experience.