Executive Assistant

Position Description

The Executive Assistant at the AFMF, reporting to the Chief Executive Officer (CEO), AFMF, supports all aspects of the AFMF Executive Office function, including Board of Trustees Support, IT Support, Procurement, and Administrative Duties. This position serves as the assistant to the CEO and performs administrative duties in support of the AFMF Executive Office.

This position works under the direct supervision of the CEO, AFMF. This position is non-supervisory, full-time, salaried, exempt.

Key Responsibilities

General Administrative:

· Perform clerical and administrative tasks, including drafting letters, memos, reports, expense reports, and other documents

· Schedule meetings, prepare meeting agendas, and take meeting notes

· Answer and transfer phone calls, screening calls when necessary

· Record inbound and outbound mail for Executive Office

· Manage office equipment fleet and office supply ordering while ensuring office supply expenses are within budget

· Manage annual Foundation insurance renewals/audits, in conjunction with insurance broker

· Project Manager on select Foundation and Museum projects

· Maintain files and pertinent AFMF documents in accordance with record retention policy

· Responsive to emails, calls, and requests on evenings and weekends

· Perform other duties as required

Assistant to the CEO:

· Manage and assess daily needs and priorities of the CEO, including complex calendar management.

· Responsibilities include answering phones, filing and managing paperwork, managing the CEO’s calendar, arranging travel and managing expenses

· Prepare CEO’s company credit card receipts and reconcile monthly credit card statements

· Assist the CEO with the procurement process (e.g., requirements definition, RFP/RFQ development and dissemination, proposal evaluation, award, and administration)

· Responsible for the planning and execution of Executive Office hosted Foundation-wide events

· Maintain a listing of all tasks assigned by the CEO to ensure key suspense dates are met. This requires proactive and close coordination with departments and project managers to maximize efficiency.

· Review materials prepared for the CEO’s approval/signature for accuracy and proper format.

· Receive visitors, telephone calls and mail for the CEO; ascertain the nature of business and personally handles those requesting routine information, appointments and tasks; directs remainder to appropriate official/staff.

· Coordinate and complete projects and administrative assignments as directed by the CEO.

· Perform other duties as required

Board Management:

· Serve as the primary point of contact for members of the Board of Trustees

· Assume full responsibility for the management of board activities, minutes, and agenda development in coordination with the Board Chair and CEO

· Schedule, plan, and coordinate all Board and Committee Meetings (e.g., materials, telecommunications, refreshments, and facilities)

· Ensure all action items are coordinated for timely distribution to the Board in advance of all meetings

· Maintain Board contact information and biographical data as provided by the members of the Board of Trustees and maintain all other necessary Board information

· Other duties or projects as assigned by the CEO

Tactical IT Liaison Support:

· Manage AFMF and NMUSAF IT programs by working with external IT contractor

· Manage external IT contractor by communicating job expectations and appraising their performance

· Ensure security of data, network access, and backup systems. Manage Cyber Security insurance requirements, Cyber Security Personnel Policies, Incident Response Plan (IRP), PCI compliance, and coordination of IRP tabletop exercise

· Ensure alignment of user needs and system functionality to contribute to organizational policy

· Identify problematic areas and implement strategic solutions in time

· Assist with IT asset record management

· Build an annual budget and ensure cost effectiveness working with the CEO

Minimum Education and Experience Requirements

· Minimum of 4 years of administrative experience required (non-profit setting preferred)

· Experience working with a Board of Trustees/Directors and/or C-Suite level executives preferred

· Bachelor’s degree in business preferred

Requirements & Qualifications

· Proficient with Microsoft Office Suite

· Position requires a working knowledge of English, punctuation…