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Job opportunity » Executive Assistant, Flinn Foundation

The office of the Flinn Foundation, in central Phoenix

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The Executive Assistant will provide high-level administrative support to the President & CEO, Board of Directors, and other senior staff at the Phoenix-based Flinn Foundation, a leader in Arizona’s philanthropic community with the mission to improve the quality of life in Arizona, to benefit future generations.

Prospective candidates should send a cover letter and résumé to: [email protected] Applications will be reviewed on a rolling basis.

Responsibilities and Duties

Provides administrative support to the President & CEO, Board, and other assigned executive leadership staff including:Arranging appointments and meetings, scheduling Board and committee meetings, and various staff meetingsMaintaining Outlook calendars with pertinent detailsDrafting emails and correspondence, including Board and committee meeting minutes, reports, letters, and presentationsPreparing expense reportsConducting follow-up calls and emailsArranging travel and accommodations.Anticipating needs of President & CEO; further assisting President & CEO by running errands and other tasks as requested.Acts as Board liaison, responding to requests, providing information, and making travel and accommodation arrangements when on official Flinn Foundation business.Provides administrative support to the Board and its committees; attends all Board and Board committee meetings.Coordinates arrangements for Board meetings, Board retreats, and Board/committee member orientations.Coordinates catering and meeting set-up/clean-up for Board and Committee meetings, third-party meetings, and staff functions.Assists in planning and coordinating other events on and offsite as requested.Manages special projects for the President & CEO and Board Chair.Communicates instructions to individuals and/or departments from President & CEO.Possesses detailed knowledge of the Foundation’s bylaws, committee charters, operations, procedures, products and services, and personnel; ensures compliance with Foundation’s policies and procedures.Maintains historical records of meeting minutes and organizational policies.Receives/interacts with meeting attendees.Provides back-up Front Desk coverage, answers the main phone line, and assists with Flinn Foundation events, as requested.Performs other duties as assigned.

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Required Skills and Abilities

Proficiency in Microsoft 365, including SharePoint, Word, Excel, and OutlookProficiency in Zoom, Salesforce, Slack, and TrelloExcellent verbal and written communication skillsExcellent organizational skills and attention to detailExcellent time-management skills with a proven ability to meet deadlinesAbility to take initiative, prioritize work, work independently, and collaborate with othersAbility to function in a high-paced environmentAbility to maintain a high level of discretion with confidential informationProfessional manner and demonstrated ability to work with diverse constituencies, including staff, Board of Directors, community leaders, Flinn Foundation guests, and the general publicAbility to work when scheduled and flexible when needed

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Education and Experience

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High-school diploma or GED required; bachelor’s or associate’s degree preferredAt least five years of experience supporting senior/executive-level staff requiredCurrent Microsoft credentials or certification preferred

Physical and Other Requirements

This position functions in the Flinn Foundation office at least 40% of the time each week.Ability to operate general office equipment, including computers, iPads, mobile apps, scanners, copiers, postal machines, etc., is required. Prolonged periods sitting at a desk and working on a computer.Must be able to lift up to 15 pounds at times.Valid U.S. driver’s license.Current auto insurance on personal vehicle.

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About the Flinn Foundation

Since the Flinn Foundation’s creation in 1965, its primary area of grantmaking has been health care, with a specific focus since 2000 on the biosciences. Our grantmaking and programmatic areas also include arts and culture, the Flinn Scholars, and the Arizona Center for Civic Leadership.

The Flinn Foundation’s Board of Directors is comprised of nine of Arizona’s foremost leaders in medicine, technology, business, and finance. The Foundation’s professional staff of 21 is led by President and CEO Tammy McLeod, Ph.D.

The Flinn Foundation is an equal opportunity employer. More information is available on our website about the Foundation’s values and commitment to diversity, equity, and inclusion.

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