Director of the Executive Office

Company: The Kresge Foundation
Location: Troy
Posted on: January 11, 2021

Job Description:

About the Foundation The Kresge Foundation is one of the top 20 largest private foundations in the U.S. Our staff of over 100 employees works to expand opportunities in America's cities for people with low incomes. We do this through grantmaking and social investing nationally in arts and culture, education, environment, health, human services and placed-based work in Detroit, Memphis, New Orleans, and other parts of the country. Our state-of-the-art headquarters maintains an array of energy-efficient, water-conserving and health-promoting features. The foundation also operates an office in Detroit's Midtown district. About the position The functions of the Director of the Executive Office fall into four categories: 1. Provides multifaceted support to the Foundation's President and members of the Executive Office, and coordinates activities amongst members of the Executive Office and all foundation staff. 2. Manages the Executive Office department. 3. Serves as Staff Liaison to the Board of Trustees, supporting them in a wide variety of activities. 4. Directs special projects on behalf of the Executive Office and serves as Executive Office staff representative on internal foundation committees as needed. The position extends the reach of the President's Office by cultivating close working relationships and open communication with every department and program of the Foundation, enabling the President to stay informed of staff activities. This position requires the ability to be proactive and self-directed and possess sound judgment and high attention to detail. The Director is a thought partner to the President and is required to maintain confidentiality and practice discretion. This position also requires a dedication to producing high quality work and support while displaying a consistently collaborative and cooperative way of working. Primary responsibilities Executive Office - President (30%) -- Oversees the schedule of the President; facilitates access to the President by identifying the objectives of individuals requesting meetings and ensures the President is fully prepared for the schedule demands. -- Supervises all travel arrangements for the President. -- Screens President's calls; assists callers directly or through appropriate referral. -- Interacts regularly with high-level local and national business, government, and non-profit leaders. -- Tracks the necessity of Executive Office communications and, when appropriate, prepares correspondence on behalf of the President. -- Oversees all responsibilities associated with the President's speaking engagements and public appearances, including production of speeches and visual aids, logistical needs at speaking/conference venues, and publicity related to speaking engagements. -- Works closely with the relevant departments to ensure the President is fully prepared for all external and internal meetings, speaking engagements and events. -- Supports the President's external board relationships and materials and ensures the President is prepared for these responsibilities. -- Handles and resolves issues before they reach the President, working collaboratively with the relevant stakeholders, and escalates issues to the President, as appropriate. Executive Office - Department Management (30%) -- Oversees scheduling and logistics of Executive Office meetings and convenings and supervises production of meeting materials. Ensures appropriate and responsive follow-up and accountability of all action items. -- Facilitates internal relationships with Executive Office staff and direct reports, ensuring that work deliverables are produced, and deadlines are met for all items under the President's purview. -- Supervises all aspects of Executive Office special events, including development of guest lists, invitations, catering, and all logistical needs associated with events. -- Approves invoices and expenses for the President's direct reports and Trustees. -- Approves Talent and Human Resources related items within ADP for the President's direct reports. -- Works with the Communications department to develop the agenda, secure topic speakers and provide activity update summaries for weekly all-staff meetings. -- Works with Grants Management office to establish yearly calendar deadlines for grantmaking activities. -- Manages and supports the Executive Office Assistant's work and development. -- Manages relationships with consultants and develops contracts and scopes of work for the Executive Office. -- Cultivates close working relationships and open communication across the foundation. -- Responsible for Executive Office document management. Board of Trustees (30%) -- Serves as a primary contact for Foundation Trustees. -- Strategizes and plans all meetings involving Trustees, including Board and Committee meeting timing in partnership with appropriate stakeholders. -- Plans all Board Meetings, including development of board meeting agenda, determination of meeting location, all contractual arrangements required for meeting locations, and all logistical details associated with Board Meetings. -- Maintains oversight of board material structure and content. -- Partners with team administrative assistants of Board committees (e.g. audit, social investments, investments, and compensation) to ensure committee materials are posted. -- Drafts Board meeting minutes and presents them for review by the Secretary of the Board. -- Manages trustee retirement grants. -- Provides oversight of travel arrangements for Trustees, Executive Office staff and Executive Team for Board Meetings. -- Proofs and produces quarterly Board Book materials; organizing and assembling materials submitted from throughout the foundation and making them available on the electronic Board portal. -- Serves as lead administrator for Board portal. -- Maintains Board Book Archives. Special Projects (10%) -- Undertakes special research and prepares written reports as directed by the President. -- Serves as committee member and Executive Office Liaison to internal committees as needed. -- Performs other duties as assigned. Qualifications -- Bachelor's degree including course work in business communications, office management, and related areas. -- A minimum of 10 years of high level professional administrative experience. -- Strong interpersonal and communication skills necessary to interact effectively with external contacts and with Foundation colleagues. -- Demonstrated organizational skills with experience managing the details of a very fast paced meeting and travel schedule. -- Demonstrated experience and skill with event management, calendar management, travel arrangements, writing and proofreading. -- Demonstrated ability to maintain confidentiality and practice good judgement. -- Experience with advanced features of Microsoft Word, Microsoft Excel, PowerPoint, Outlook, and other software essential to accomplishing the work of this position. -- Experience working directly with people from diverse racial, ethnic, and socioeconomic backgrounds. -- Experience with Detroit philanthropic, nonprofit, government, corporate sectors and/or communities strongly preferred. -- Strong dedication to the Foundation's vision and values with the ability to demonstrate that commitment in daily interactions. Job Requirements:Application deadline for this position is 11:59pm EST on January 8, 2021Kresge is proud to be an Equal Employment Opportunity and Affirmative Action employer and strongly encourages applications from people of color, persons with disabilities, women, and LGBT applicants. We do not discriminate based upon race, religion, color, national origin, sex, sexual orientation, gender identity, age, status as a protected veteran, status as an individual with a disability or other applicable legally protected characteristics.Please note: Due to the coronavirus pandemic, all Kresge staff are working remotely, and our Troy and Detroit offices remain closed until further notice. Kresge staff will not be traveling or attending in-person meetings during this time. Thank you for your understanding.

Keywords: The Kresge Foundation, Troy , Director of the Executive Office, Administration, Clerical , Troy, Michigan