The North Dakota State University Foundation seeks mission-driven individuals interested in joining a growing team dedicated to connecting people, developing partnerships, teamwork, accountability, transparency, stewardship, communication, and service. The Foundation invites candidates for anExecutive Assistant, full-time non-exempt(hourly) position.The North Dakota State University Foundation is a separate 501(c)(3) organization which exists to maximize advocacy and philanthropy to support NDSU. We connect people who are passionate about NDSU and improving the lives and outcomes of North Dakotans and the world. We are an organization of sixty team members and growing. If you enjoy non-profit work, are inspired by our mission, love to collaborate with your colleagues, and are ambitious to develop as a professional, we welcome you to apply.Our team members enjoy a highly competitive total compensation package including company paid health insurance, a defined contribution account funded at 9.5%, generous paid time off, abundant professional development opportunities, plus elective dental and vision plans.This position may be eligible for some hybrid work following a period of onboarding.This position will remain open until filled. To be considered, applicants must apply online through the NDSU Foundation employment site (https://www.ndsufoundation.com/employment) and include a cover letter and resume.Position Summary:The Executive Assistant performs a range of administrative, clerical, project and meeting management, and technical duties for the Senior Vice President of Finance and Operations and Vice President of Information Services (VPs) of the Foundation. Plans, organizes, and carries out the day-to-day operation of their offices, requiring management of multiple and rapidly changing priorities.This position offers high-level support to the trustee committees tied to this division including the role of staff liaison and functioning as the sole record keeper/administrator leading up to, during, and after scheduled meetings.Primary Duties and Responsibilities:Administrative Support
Manage and maintain schedules of the VPs including internal and external obligations, meetings and conferences, and travel arrangements. Prioritize and resolve related conflicts and competing demands
Coordinate and prioritize daily calendars and obligations to ensure business objectives are met
Coordinate, plan, and organize small-to large-scale meetings
Serve as staff liaison to the Grants Committee
Provide administrative support for six trustee committee meetings including preparing agendas, reserving rooms, teleconference arrangements, calendar invites, recording, and distributing minutes. Serve as back-up administrative support for three trustee committees
Provide support to the VP of Information Services for the Security Committee, and prepare Confidentiality Agreements for employees, non-employees, volunteers, and students
Make a wide variety of complex logistical arrangements independently or from brief instructions
Independently investigate assigned problems, determine method of research, data, and information requirements
Prepare mailings (create, merge, and proof correspondence and envelopes)
Prepare, review, and submit appropriate paperwork for monthly expense reports to reconcile credit card statements ensuring accuracy and appropriate documentation according to policy
Maintain and update paper and electronic records
Conduct research on financial and operational topics and compile data to support decision-making
Assist with analytical and reporting functions as requested by compiling data, verifying and organizing materials for reports, and assist in preparing reports for presentations
Clerical Support
Draft, proo, edit, and answer routine correspondence, memos presentations and other documents and communication, including donor and board communications
Greet customers, receive and screen incoming calls, answer routine inquiries, and route calls to appropriate personnel in a courteous and efficient manner
Respond to and/or direct inquiries to appropriate staff and provide follow-up as needed
Perform general clerical duties to include, but not limited to, scanning, copying, faxing, filing, data entry, and creating Formsite documents
Monitor security camera daily, assist in the investigation of incidents
Project Management
Serve as Foundations Unit Records Coordinator. Lead the Records Retention Committee. Establish, develop, maintain, and update paper and electronic filing systems
Support and maintain office policies and procedures. Review annually and recommend changes as required and/or update as changes are made. Assist with questions regarding policies and procedures and/or direct the issues to management, or appropriate staff.
Access records within our customer relations management and financial platforms to run reports, conduct research, and deliver information as requested
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