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. Since its incorporation in 1978, the CGMF, along with the late George P. Mitchell and Cynthia Woods Mitchell, has distributed or pledged more than $400 million in grants to numerous causes, programs, and institutions. The foundation’s grantmaking currently focuses on initiatives related to water, clean energy, shale sustainability,and sustainability education. George Mitchell passed away in July 2013, leaving a substantial bequest to the foundation that will be fulfilled over the next few years. The CGMF Board of Directors expects the endowment of the foundation to grow significantly with a fully built-out foundation launching in 2018.
The Administrative Assistant’s (AA) primary responsibility is to provide a range of administrative and support services to the Mitchell Foundation’s Sustainability Program in coordination with the Program Associate (PA). The AA will report to the PA and be based in Austin, Texas. The AA will help manage staff scheduling, organize internal and external meetings, ensure smooth office management, provide support to the grant-making process, and support the development of reports and other materials as needed.
ESSENTIAL DUTIES AND RESPONSIBILITIES
• Assist with the planning and preparation for internal and external meetings to include the handling of all appropriate logistics to ensure their success, such as scheduling, preparation, and distribution of meeting materials; overseeing the audio/visual needs; coordinating logistics; organizing meals; ensuring appropriate meeting room set-up; taking meeting minutes; and maintaining files on meetings and other follow-up
• Schedule calls and meetings, manage staff calendars, and assist with travel arrangements
• Assist the PA with the grants administration process and maintaining the Fluxx grants management system
• Help ensure smooth office management, including ordering office supplies, maintaining necessary file systems, and coordinating with external vendors for internet, telephone, software, and videoconference services
• Ensure operation of office equipment by completing preventive maintenance requirements, calling for repairs, maintaining equipment inventories, and evaluating new equipment and techniques
• Answer and direct incoming phone calls; monitor incoming email when necessary for timely response
• Track staff expense reports and program-related expenses, and submit monthly documentation to the Grants Administrator
• Support the PA with drafting and editing Board reports, news updates, and other materials, as required
• Support the PA in researching specific topics and preparing reports and visual aids, as requested
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:
• Bachelor’s degree required
• Previous experience working in an administrative capacity (experience in the nonprofit sector and/or environmental field preferred)
• Excellent written and oral communication skills
• Highly organized with strong attention to detail
• 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
• 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
• Capable of working in a quiet, small office environment
• 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
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.
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. On occasion, there are activities or events after work hours. Occasional travel is possible.