Description

The Administrative Partner in the Office of the President (“OOTP”)  provides day-to-day administrative support for the President & CEO of Marguerite Casey Foundation (the “Foundation”) including calendar management and scheduling, travel arrangements, and expenses management. This position ensures that the President & CEO is positioned to advance MCF’s mission and strategy, increase the visibility of MCF’s grant recipients, and support projects and activities within the OOTP.  

The Administrative Partner, OOTP is someone we can count on to  collaborate and provide internal coordination within the team and across the organization. The duties of the position are highly confidential and require a commitment to understanding the Foundation’s policies, procedures, and operations. This full-time position is remote, based within the US. It reports to the Director, OOTP and is non-exempt under the Federal Fair Labor Standards Act.

About Marguerite Casey Foundation

At Marguerite Casey Foundation, we are working toward a country where our government prioritizes the needs of excluded and underrepresented people. In order to achieve that vision, we support organizations, scholars, leaders, and initiatives focused on shifting the balance of power toward communities who continue to be excluded from shaping society and from sharing in its rewards and freedoms. Learn more at  https://www.caseygrants.org/.

What You Can Expect

• Manage a complex and active calendar, which will require monitoring shifting priorities, developing and overseeing workflow of incoming schedule requests from beginning to end, resolving scheduling conflicts, scheduling adequate time for transition between events and preparation, capturing key details for each event, and ensuring that the President & CEO’s schedule is followed and respected.
• Create the travel arrangements and travel itineraries for the President & CEO, including transportation and lodging and manage invoices, monthly reconciliations, travel expenses and process reimbursements as well as travel materials to prepare for meetings and events.
• Work with the Director, OOTP and the President & CEO to support decision-making and trade-offs in how the President & CEO  spends their time.
• Act as the point of contact with staff, consultants,  and others, on matters related to the OOTP.
• Work with teams across the Foundation to coordinate the preparation of timely, accurate briefing materials and documents for all events that require the President & CEO’s participation.
• Develop agendas and action items from departmental team meetings.
• Support and execute projects as assigned by the Director, OOTP, informing the planning of projects to produce high-quality, timely deliverables.
• Partner with the Board Liaison on the Board and Board committee meeting schedule and committee meeting preparation.
• Work with the Director, OOTP to document and update departmental standard operating procedures.
  Support the grantmaking and matching gift administration for the President & CEO.

Requirements

Who Should Apply
You should consider applying if you:

• Have at least ten years in an administrative or executive assistant role for a CEO.  You anticipate needs and challenges for senior executives before they happen and you don’t shy away from naming trade-offs to your principal.
• Know what providing highly responsive support to an executive looks like in a remote work setting and how to build and improve the systems and practices to do so.
• Can flex between the details of the day and the bigger picture strategy and priorities so your principals time is aligned and organized.
• Are a whiz with technology, specifically Google Suite and Zoom. You keep up with the improvements and learn new features that help make your work and your principal’s work easier.
  Possess excellent verbal and written communication skills. You understand nuance and context and pay attention to the details.
• Handle and manage confidential information with discretion and tact. 
  Plan and prioritize against competing demands for your time, stay organized, meet deadlines and stay flexible when you need to pivot quickly. You live by your to-do list and systems.
• Are a champion of organizational processes and policies, share tools with your administrative peers, and strive for operational efficiency. You love templates and systems that help you manage and communicate the details.
• Have a customer service philosophy and approach, and you are known for your ability to balance taking initiative and being a part of a team.
• Have the ability to collaborate effectively across functions and levels within an organization. You can read a room, respond appropriately, and when required, manage conflict thoughtfully.
• Are committed to the Foundation’s mission and values of belonging & representation, mutual respect, and trust.

Working Conditions

• Remote Work  - This position is open to candidates nationally and across time zones.  Occasional travel includes at least two in-person staff retreats a year.
• Physical Demands - Occasional lifting and carrying of objects under 20 lb.; constant sitting or standing for long periods of time.
• Benefits - The Foundation provides health, dental, and vision benefits, annual professional development funds, donation matching, and retirement plans.
• Time Off - The Foundation offers 30 days of Paid-Time-Off annually, 11 paid holidays, and two floating holidays.

Contact/Application Information

This search is managed by Fitz-Roy & Associates.  

In your cover letter, we want to learn about what you will bring to this position and the Foundation, how you hope to develop, and why you would like to advance Marguerite Casey Foundation’s mission. Please visit our website for more information about our hiring process.

The Foundation is an equal opportunity employer, and it is our objective to recruit, hire, and retain the most qualified individuals without regard to race, color, religion, sex, sexual orientation or identity, gender identity or expression, national origin, age, mental or physical disability, veteran status, or any other characteristic or status protected by applicable federal, state, or local law. 

Marguerite Casey Foundation adheres to the Americans with Disabilities Act requirements. It will provide reasonable accommodations, upon request and approval, to enable employees with disabilities to participate in any part of the application or interview process, or perform the essential functions of their job, absent undue hardship.