Sarofim Foundation Executive Assistant

3 weeks ago

Houston, Texas, United States Denise Smith Consulting Full time
About the Sarofim Foundation

The Sarofim Foundation is a philanthropic organization dedicated to supporting education, healthcare, and arts organizations in Houston, Texas, and beyond. As an expression of gratitude for the many opportunities he experienced during his lifetime, Mr. Fayez Sarofim created the Sarofim Foundation that will exist for perpetuity. The Foundation is rooted in Mr. Sarofim's legacy of generosity; when fully funded, the Foundation will be among the largest in the city.

For over five decades, Mr. Fayez Sarofim steadfastly supported education, healthcare, and arts organizations in Houston, across Texas, and beyond. To support the Foundation's development, the Board and Executive Director are working through a strategic process to define the grantmaking approach and plan for investing in the community. This is an exciting opportunity to be part of a start-up with 50 years of experience as the leadership builds a Houston institution deliberately focused on impact.

About the Position

The Sarofim Foundation seeks an enthusiastic, proactive, detail-oriented, service-minded professional to join our growing team as the Executive Assistant (EA). This position will report to the Operations Manager and serve as the executive assistant for three executive team members: the Executive Director, the Managing Director of Finance, and the Managing Director of Programs. In this capacity, the EA will play a critical role in supporting the daily activities, systems, and processes that will ensure we operate as a high-functioning team and organization. A successful candidate will embody relentless optimism and humility. This is a full-time in-person position located in Houston, Texas.

Job Responsibilities

The Executive Assistant role includes the following:

Executive Team Support
  • Exercise excellent judgment as a steward to the Sarofim Foundation's community partners, vendors, Firm staff, and Board. Create and nurture relationships through collaboration, service, and candor.
  • Manage the calendar for each member of the executive team to schedule their internal and external meetings in a manner that reflects a deep understanding of their relationships, work preferences, and priorities.
  • Serve as gatekeeper to each Director's priorities by responding to requests and needs in a timely manner. When schedules change, communicate to those affected and seamlessly coordinate calendar requests, meeting room/location logistics, and other needs.
  • Assist with all aspects of Directors' meeting preparations and follow-up. Proactively block time for meeting preparation, agenda review, post-meeting actions, and related activities. As needed, assist with content creation, meeting notes, and tracking documents and files.
  • Proactively be available to the Directors to assist with special projects, requests, and related coordination to ensure each team member operates at a high level of efficiency and effectiveness every day.
  • As directed, communicate directly (written and verbal) with internal and external stakeholders on behalf of the Directors with professionalism and discretion.
  • As needed, manage travel arrangements for each Director, from booking and creating itineraries to trip recaps and expense tracking.
  • Log and track all monthly receipts and expenses for each Director.
Support Office Operations
  • Working with the Operations Manager, ensure the Sarofim Foundation office is welcoming and organized, and creates a memorable experience for all internal and external stakeholders.
  • Support daily office operations, including visitor management, coordinating meals, managing the Foundation's primary phone line, and preparing spaces for internal/external meetings.
  • Assist with vendor relationships for office needs related to technology, office supplies, facility management, and other related procurement.
  • Assist with the tracking, updating, and verification of data in the Foundation's database systems.
  • Work with the Operations Manager to ensure proper filing, management, and organization of all documents, correspondence, and the Foundation's paper/electronic files.
  • Perform other duties as assigned.
Skills and Experience Desired

The Executive Assistant will be a high-caliber, high-character professional who acts in all circumstances with humility, discretion, and integrity. In addition, the EA will demonstrate the following:
  • A strong commitment to the mission of the Sarofim Foundation and passion for the work of the grantees it serves.
  • Excellent written skills: exceptional written communication skills and attention to detail.
  • Strong technical skills and a willingness and ability to learn new technology.
  • Ability to take clear and effective meeting notes, synthesize ideas, and create follow-up tasks during group and 1:1 meetings.
  • High emotional intelligence, humility, and listening orientation; thrives on relationships with optimism, grace, and a sense of humor.
  • Servant leader orientation: operates with an understanding that no task is too big or too small in service of the Foundation's mission.
  • Proactive: anticipates needs obstacles, can think ahead, and always have a plan C.
  • Self-starter, self-motivated and disciplined: demonstrated ability to manage multiple projects across various disciplines in a changing environment in a self-directed manner.
  • Operates with a positive customer service orientation that is focused on reaching desired outcomes.
  • Commitment to continuous improvement: demonstrated disposition towards learning and development, giving and receiving feedback, and implementing necessary changes in a timely way.
  • Comfortable working in a formal office environment.
  • Demonstrable ability to maintain confidentiality and discretion related to Board interactions and the internal operations of both the Foundation and the Firm.
  • Prior Executive Assistant experience preferred.
  • Microsoft Office, Outlook, and Salesforce or other CRM experience preferred, but not required.
Compensation

Salary will be set in accordance with the successful candidate's experience. All full-time Sarofim Foundation employees enjoy a comprehensive benefits package, including health, dental and vision benefits, generous vacation, a retirement savings plan, and a dynamic work environment.

How to Apply

Interested candidates should apply here. Letters of interest including cover letter and resume will be received until October 11, 2024. Applications will be screened regularly as they are received. We will contact those candidates who most closely match the requirements. We thank you in advance for your interest.

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