Executive Assistant

About the Albuquerque Community Foundation: The Albuquerque Community Foundation ("the Foundation") is a tax-exempt 501 (c)(3) public charity created by and for people in the greater Albuquerque area. The Foundation administers a permanent community endowment comprised of many gifts, large and small, and uses the earnings from that endowment to make grants to other nonprofit organizations and educational institutions. We serve primarily the four-county area of Valencia, Bernalillo, Torrance and Sandoval; however, our vision is to be a leader in community philanthropy. Our leadership spans local, state and national collaborative efforts and our donor-advised fund holders make grants statewide and nationwide. We enable people with philanthropic interests to easily and effectively support the issues they care about - immediately or through a planned gift. We invest in the long-term well-being of nonprofit groups and bring people and organizations together, convening diverse voices to address local issues and opportunities. Our business is building community through equitable practices to support the Foundation's overall mission, vision, strategic objectives and commitment to Diversity, Equity & Inclusion.

Albuquerque Community Foundation Values

We value Trust and we work to build relationships based in authenticity, actionable change,

adaptability, and cultural humility.

We value Equity and we address ongoing injustice and work to change systems of

oppression and harm.

We value Integrity and we commit to providing high quality service with humility and respect.

We value Accountability and we are responsible for and transparent in all the ways we learn,

strive, and adapt in our journey toward becoming our community's foundation.

Position Overview: The Executive Assistant is responsible for assisting the President & CEO, providing support to the Executive Team as available, office management, front desk reception, and furthering the work of the Albuquerque Community Foundation. This position interfaces with Staff, Trustees, Donors, nonprofit agencies, Professional Advisors and general members of the community. The position reports to the CFO and supports the President & CEO, additionally works closely with other members of the Executive Team. An annual review will be conducted by the CFO & the President & CEO.

The Executive Assistant will fulfill the following main duties:

• Manage calendar for President & CEO, including daily and weekly check-ins to ensure advance preparation and organization
• Support Executive Team as needed with scheduling
• Schedule donor cultivation appointments, calls, notes, etc., for the President & CEO in coordination with Philanthropic Advising Staff
• "Download" from President & CEO after all meetings and events to ensure appropriate follow up
• Maintain accurate records in Community Suite database
• Assist President & CEO with all committees in which he serves as Staff liaison
• Assist President & CEO and Executive Team with travel, credit card receipts, and expense reimbursements
• Develop proficiency in locating information on Foundation and Council on Foundations websites and internal electronic files
• Assist with organizing and staffing special events, including personal attendance and participation
• Answer telephone and monitor voice messaging system. Greet office visitors in a friendly and courteous manner
• Assist with Champion Building events including set-up and clean-up
• Assist with processing special mailings, acknowledgement letters and fund anniversary cards
• Manage daily incoming and outgoing mail
• Perform general data entry & database support
• Maintain appearance of office and ongoing maintenance of the building and exterior grounds
• Manage primary Foundation calendar and conference room usage

Qualifications and Skills Required

• Bachelor's degree preferred
• Strong preference for successful involvement with the nonprofit sector
• Track record of working effectively with senior, executive-level management
• Work style characterized by self-motivation, initiative and integrity
• Dependable and sound decision-making capability - a problem solver
• Excellent verbal and written communication skills
• Work style characterized by self-motivation, initiative and integrity
• Exhibit a professional, courteous and friendly demeanor
• Engaging interpersonal communication style
• Dependable and sound decision-making capability - a problem solver
• Ability to prioritize competing time/schedule demands
• Holds oneself and others accountable for behavior, actions and results
• Excellent customer service and communication skills (listening, interpersonal, oral, and written)
• Ability to work with a minimum of supervision, set work priorities, look for opportunities to assist and improve the day-to-day operations
• Ability to work strategically and collaboratively across departments
• Strong attention to detail and accuracy, including editing and proofreading skills
• Excellent listening, writing and oral communication skills
• Maintain an air of professionalism at all times
• Ability to multi-task and respond with versatility to interruptions and changes
• Action-oriented
• Vision to plan ahead
• Problem-solver; actively seeks solutions to streamline President & CEO communication and activities to allow better responsiveness to Donor, Trustee, Committee and other community needs
• A high degree of professionalism, confidence, and flexibility that allows for working collaboratively and effectively with clients and colleagues of diverse backgrounds
• Excellent ability to work independently and in a team environment; ability to develop and maintain a good working relationship with the Foundation staff, members of the community, elected officials, the media, colleagues in other foundations, and members of the nonprofit sector
• Proficiency in MS Office products
• Develop knowledge and expertise in Community Suite software.
• Must be available to attend Foundation donor/prospective donor events and interact positively with attendees
• Observe confidentiality of all President & CEO business as well as all Foundation business
• High level of personal and professional integrity and ethics
• Current valid New Mexico Driver's License and insurable
• Must be able to successfully pass a pre-employment drug/alcohol screen and background investigation

Work Environment

Work may be performed in an office setting within the Foundation or another organization or business office, private home or public gathering place. Evening, weekend or irregular hours may be required. Reimbursable travel throughout the four county areas comprising the Greater Albuquerque Metropolitan Area is required. Occasional reimbursable travel outside that area may be required from time to time.

The Foundation operates with a small staff. All staff members are expected to participate as needed in all areas.