Executive Administrative Assistant

Colorado School Of Mines Foundation • Golden, CO

1d • $64,000 - $80,000

About The Position

The Executive Administrative Assistant provides high-level executive, administrative, and operational support to the Chief Financial Officer of the Colorado School of Mines Foundation. The role partners with the Finance & Administration team to coordinate administrative operations, regulatory compliance filings, records management, and special projects. It also supports the administrative functions of Oredigger Assets, the Property Management Corporation, and the Mines Venture Fund, helping ensure efficient operations, effective stakeholder communication, and execution of organizational priorities.

Responsibilities include managing calendars, correspondence, deadlines, meetings, and project coordination; preparing business materials and communications; processing financial documentation; supporting audits, regulatory filings, corporate records, banking, and governance activities; and assisting with property management and Mines Venture Fund administration. The position also participates in emergency on-call support for urgent tenant and property matters.

The Foundation describes its team as engaging and collaborative and says the position supports its mission of financially supporting Colorado School of Mines. Candidates should have three to five years of experience in an executive administrative or professional office environment. Some college coursework or a bachelor's degree is preferred.

Requirements

• Three to five years of experience in an executive administrative or professional office environment.
• Proficiency in Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint.
• Excellent organizational, communication, and customer service skills, with strong attention to detail.
• Ability to manage multiple priorities, meet deadlines, and coordinate projects.
• Sound judgment, discretion, and ability to handle confidential information.
• Ability to interpret policies and procedures, solve problems, and work independently.
• Demonstrate and embody the CSMF values of mutual support, integrity, respect, and service.

Nice To Haves

• Some college coursework or a bachelor's degree.
• Visio experience.

Responsibilities

• Provide high-level administrative support to the Chief Financial Officer and Finance & Administration team.
• Manage calendars, correspondence, deadlines, and follow-up activities.
• Prepare agendas, reports, presentations, spreadsheets, meeting materials, and business communications.
• Coordinate departmental meetings, special projects, and cross-functional initiatives.
• Conduct research and maintain project trackers.
• Manage incoming mail, telephone inquiries, and stakeholder communications while providing responsive customer service.
• Process invoices, accounts payable documentation, incoming checks, and related financial records.
• Support the annual audit process.
• Coordinate charitable registrations, regulatory filings, and corporate records.
• Maintain document retention schedules and physical and electronic records.
• Assist with banking, investment account administration, signature collection, and other financial administrative activities.
• Support board, committee, and corporate governance functions by coordinating meetings, preparing materials, recording minutes, and tracking action items.
• Assist with tenant communications, leasing activities, move-in coordination, and property records management.
• Coordinate vendor, contractor, and maintenance activities and assist with property inspections and operational projects.
• Participate in emergency on-call support for urgent tenant and property-related matters.
• Assist with marketing and stakeholder communications related to property and operational activities.
• Provide administrative support for the Mines Venture Fund, including Limited Partner communications, meeting coordination, document distribution, signature collection, and records management.
• Perform other duties and special projects as assigned.

Benefits

• Medical and dental plans, with 85% of the cost covered by the Foundation; plans may also cover dependents.
• Short-term disability, long-term disability, accidental death and dismemberment, and supplemental life insurance are partially covered by the Foundation.
• 403(b) plan with an employer contribution.
• Flexible spending account.
• Vision and voluntary plans.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed