The Opportunity
The Z. Smith Reynolds Foundation (ZSR) is seeking its next Executive Assistant.
Reporting to the Executive Director, the Executive Assistant provides executive support to a four-to-five-person Foundation leadership team. The Executive Assistant is a trusted partner responsible for providing strategic, operational, and administrative support to optimize the effectiveness of the leadership team. The Executive Assistant is the primary point of contact for external constituencies regarding scheduling for the Executive Director, functioning as an extension of the Executive Director by proactively anticipating challenges and opportunities and addressing issues, elevating them for review and decision when appropriate.
The Executive Assistant also handles a variety of matters for the leadership team and Board of Trustees, including meeting scheduling, preparation of meeting materials, taking minutes of meetings and meeting follow-up. The position requires the development of a thorough understanding of the Foundation and its priorities, operations, structure, and culture. Skills in project management, sound judgment, initiative, diplomacy, and discretion are vital to this role working with internal and external stakeholders.
The Organization
The Z. Smith Reynolds Foundation (ZSR) is a statewide, private, family foundation, based in Winston-Salem, NC. For more than 85 years, ZSR has strived to support the efforts of North Carolinians to make our state a better place for everyone through investments totaling $667 million. Our All for NC Framework for Grantmaking and Learning includes three strategies: a State-Level Systemic Change Strategy; a Community-Based Strategy; and an Exploratory, Visionary Ideas Strategy. It also includes commitments to using a racial equity lens, to being a learning organization, and to participating in the life of the Foundation’s home community of Winston-Salem/Forsyth County.
Our mission:
To improve the quality of life for all North Carolinians.
Our core values:
- Stewardship
- Integrity
- Fairness and Justice
- Dignity and Equity
- Civic Participation
- Excellence
- Sustainability
- Collaboration
To learn more about the Foundation, please visit https://www.zsr.org.
Key Responsibilities
All staff work together to live out the Foundation's mission and core values. We are on a continuous journey to enhance our individual and institutional understandings of how to operationalize our shared commitment to racial equity.
Support for the Leadership Team
- Research, prioritize and follow up on incoming issues and concerns addressed to the Executive Director, including those of a sensitive or confidential nature; determine appropriate course of action, referral, or response
- Fulfill a broad variety of administrative tasks including handling correspondence and incoming phone calls; scheduling meetings; maintaining calendars; ensuring travel arrangements; maintaining files; preparing materials for regular and special meetings; managing requests for speaking engagements and other public appearances.
- Manage a variety of special projects and special meetings as directed by the Executive Director
- Compose, proofread, and finalize correspondence documents and presentations in coordination with the Foundation’s communications staff
- Coordinate site visits for Trustees and Leadership Team
- Prepare site visit packets for Trustees and Leadership Team
- Coordinate logistics for staff meetings
- Floor warden for fire drills with Business Manager
Support for the Board of Trustees
- Serve as a liaison to ZSR’s Board of Trustees for the Leadership Team as needed
- Prepare agenda and agenda books for Board of Trustees meetings
- Prepare meeting logistics in collaboration with Travel/Meeting Coordinator
- Prepare meeting notices
- Record and finalize minutes of Board of Trustees meetings
- Schedule and prepare minutes of various Board Committee meetings
- Retain, maintain, and manage Board meeting information, both historical and current; follow governance requirements for accurate record-keeping
- Correspond with and assist Trustees as needed/directed
Qualifications
- Commitment to the Foundation’s core values
- Significant experience in an executive-level support role; exposure to the philanthropic or nonprofit sector preferred but not required
- Highly collaborative; skilled connector and communicator
- Highly detail-oriented, with superb organization and follow-through skills; proven ability to multi-task, strategize, problem solve and prioritize responsibilities
- Ability to exercise sound judgement and maintain highly confidential information
- Flexibility and adaptability in dealing with a variety of assignments, people, and resources
- Proficient in Microsoft Office; comfort with technology and ability to learn and adopt new computer programs
- Willing to reside in Forsyth County
The statements above are intended to describe the general nature and level of work performed by people assigned to this job. They are not intended to be construed as an exhaustive list of all responsibilities, duties and/or skills required.
Work Schedule
Due to the nature of the role, the Executive Assistant is expected to work on-site in the office. Our office is in downtown Winston-Salem. Occasional travel is required, for example, for Board meetings in different parts of North Carolina. Supporting the Leadership Team may require occasional after-hours work should urgent matters arise.
Physical Requirements/Working Conditions
These are physical and mental requirements of the position as typically performed. Inability to meet one or more of these physical and mental requirements will not automatically disqualify a candidate or employee from the position. Upon request for a reasonable accommodation, the Foundation may be able to adjust or excuse one or more of these requirements, depending on the requirement, the essential functions to which it relates, and the proposed accommodation.
- Operates in a professional office environment and performs primarily sedentary work.
- Routinely uses standard office equipment such as computers, printers, copiers, and phones.
- Sits for prolonged periods at a desk. Frequent standing and walking. Occasional stooping, reaching, bending, climbing, pushing, pulling.
- Repetitive use of fingers and hands for typing and other tasks.
- Frequent listening, speaking, and use of visual acuity.
- Reading and writing at an intermediate to complex level.
- Occasional lifting up to 35 lbs.
- Ability to use all senses to safely drive a vehicle, and ability to drive a vehicle.
Salary & Benefits
Salary range begins at $75,000, commensurate with experience. Benefits include generous paid time off (PTO) and holidays, health insurance, life insurance, dental insurance, vision insurance, long-term disability insurance, sick leave and short-term disability, parental leave and a 403(b) retirement plan. There is no waiting period for participation in the 403(b) retirement plan. Other optional benefits include a flexible benefit plan, matching gifts program, professional development, and tuition reimbursement.
To Apply
To apply, click on the link to the ZSR Executive Assistant position profile at ArmstrongMcGuire.com/jobs. You will see instructions for uploading your compelling cover letter, resume, salary requirements, and professional references. Please provide all requested information to be considered. Deadline to apply is April 21, 2023.
In case of any technical problems, contact melvin@armstrongmcguire.com. No phone calls, please, and no applications will be accepted by email or directly from third-party posting sites.
The Z. Smith Reynolds Foundation is committed to equality and diversity. Qualified individuals are encouraged to apply regardless of socio-economic status, gender expression, gender and sexual identity, or cultural background. The Z. Smith Reynolds Foundation is an Equal Employment Opportunity employer and will not discriminate against applicants or employees based on the basis of race, ethnicity, national origin, religion, age, sex, disability, political affiliation, protected veteran status, genetic information, or any other legally protected class.