JOB OPENINGS


The Cynthia and George Mitchell Foundation is an Equal Opportunity Employer and is committed to creating an inclusive environment for all employees. Diverse candidates are encouraged to apply. 

JOB ANNOUNCEMENT 

Job Title:             Administrative Associate

Location:             1300 Guadalupe, Suite 250, Austin, Texas 78701

Reports To:         Executive Vice President

FLSA Status:       Non-Exempt       

SUMMARY.

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. The Mitchell Foundation’s Sustainability Program currently focuses on initiatives related to water, clean energy, land conservation, subsurface energy, and sustainability education. The Executive Vice President (EVP) also directs the Mitchell Innovation Lab. The foundation’s other programs all focus on carrying out the legacy of Cynthia and George Mitchell, including a community revitalization effort in Galveston and land and habitat restoration at Cook’s Branch Conservancy.

OVERALL FUNCTION.

The Administrative Associate’s (AA) primary responsibility is to enhance the CGMF and its Sustainability Program’s effectiveness by ensuring overall smooth office management and operations, providing information, process management, and a broad range of additional administrative and executive support. The AA’s role is a critical member of the team by often being the first point of contact for the CGMF and managing significant activities that have a direct impact on managing the CGMF’s work flow. The AA provides executive-level support services to the Mitchell Foundation’s Executive Vice President, and general administrative support to the Sustainability Program Officers/Directors, and Program Associates (PA) team. The AA has direct authority to manage EVP scheduling, monitor EVP email, organize & coordinate internal and external meetings and scheduling, greet guests, and ensure smooth office management.

The AA role is part reception, office management, and executive assistant to EVP; and part general administrative assistance to all staff. This position requires the ability to work independently and exercise initiative, critical analysis, discretion, and judgment to ensure informed decision-making related to the core responsibilities of the Foundation. The AA is an integral part of the Sustainability Program team and thinking ahead, planning, and multitasking are key skills for this role. Basic understanding of the program subjects, in the arenas of land, water, and energy is a plus, and/or the ability to quickly learn the context.

ESSENTIAL DUTIES AND RESPONSIBILITIES.

  • Manage schedule, travel, and credit card statements of EVP and maintain regular check-ins/communication
  • Review employee credit card statements on behalf of EVP
  • Lead smooth office management, anticipate office needs, including:
    • Directing bills to be paid, ordering office supplies
    • Maintain inventory and cleanliness of office kitchen
    • Maintaining necessary file and software systems
    • Coordinating with external IT vendors, repair and troubleshooting, internet, telephone, software, and videoconference services
    • Ensuring the operation of office equipment and adequate supplies
    • Maintaining an admin/office expense budget
  • Coordinate with HR provider when necessary, including coordinating the onboarding process of all new employees
  • Coordinate with building management when necessary
  • Support the entire CGMF staff with admin and organizational needs, including meetings, scheduling, materials, conference room bookings, etc. as directed
  • Board & committee meeting assistance: catering, supplies, print and assemble board books, take minutes during meetings, other assistance as directed
  • Maintain updated Operations Manual, OSHA documents, etc.
  • Office guest reception, including beverages and clean-up for staff and guests
  • Answer and direct incoming phone calls to appropriate staff with professionalism and accurately relay messages from calls
  • Handle both incoming and outgoing mail and packages
  • Learn and use the Fluxx software system
  • Assist with other various activities, including annual holiday party, etc.

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 preferred
  • Three years experience working in a high-level administrative capacity
  • Excellent written, oral communication, and interpersonal skills
  • Knowledge of standard office practices and procedures
  • Proficiency with Microsoft Office, including Outlook, Word, Excel, PowerPoint, Mac operating system, Google Drive, SharePoint, and general tech savviness
  • Proficiency with Zoom and Dropbox
  • Experience using database software preferred
  • Highly organized, 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. Ability to anticipate the needs of busy colleagues with patience and focus.
  • Occasional travel is possible

SUCCESS FACTORS.

  • A passion for service and a drive for organization, productivity, and efficiency without drama.
  • Interest in and dedication to the Foundation’s mission
  • Takes initiative and is willing to pitch in when necessary
  • Positive attitude, calm demeanor, and a good sense of humor
  • Adaptable, flexible nature, and ability to work with personality types different from one’s own.
  • Ability to work both independently and collaboratively as part of a team
  • Strong communication and interpersonal skills

PHYSICAL DEMANDS.

The physical demands described here are representative of those that must be met by an employee to perform the essential functions of this job successfully. Reasonable accommodations may be made to enable individuals with disabilities to perform 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.

WORK ENVIRONMENT.

The CGMF is located at 1300 Guadalupe Street in Austin. The office environment is a typical small office with low noise levels, shared kitchen facilities, and a collegial atmosphere. Parking is available, and the office has access to public transportation. This position resides in an open shared office space.  The AA is expected to work in the office on a daily basis.

Benefits include health, dental, vision insurance, retirement, and paid time off. Salary commensurate with experience.

Please send a cover letter and resume to jobs@cgmf.org by Friday, February 9, 2024.

 

© 2012-2024 Cynthia and George Mitchell Foundation.