Purpose

The Executive Assistant provides administrative support to the assigned Vice President by prioritizing tasks, effectively planning time, anticipating needs, and operating with a sense of urgency. Independent judgment is required to plan, prioritize, organize, and complete the work. This role serves as a communication liaison and deals with a diverse group of important external callers, visitors, and internal contacts at all levels of the organization. The Executive Assistant offers ideas that add value to or improve processes to create efficiencies or build capacity.

At Lumina, how we approach the work is as important as what we accomplish. Candor, collaboration, and connection are the organization’s core values and everyone at Lumina strives to live these values through their words and actions.

The Role

Racial Justice and Equity 

• Advance Lumina’s commitment to ending systemic racism and barriers to learning beyond high school for Black, Latino and Native American individuals.
• Promote racial and ethnic diversity and inclusion in hiring, contracting, grantmaking, inclusive decision making, and achieving fair and just outcomes arising from the department’s exercise of its duties and responsibilities. Effectively communicates Lumina’s commitment to internal and external partners.

Administrative Support

• Anticipate and proactively manage calendars, time, and workflow.
• Manage department guests by greeting them and ensuring appropriate staff is notified.
• Schedule, organize, and coordinate internal and external meetings (in-person and virtual), travel arrangements, conferences, and other departmental activities.
• Compose and edit general correspondence, emails, memos, meeting notes, etc. as needed.
• Assist with various department and all staff meetings (in-person and virtual), including preparation of materials and agendas, PowerPoint presentations, room setup, technology needs, catering, and cleanup.
• Support internal committees, teams, and workgroups.
• Reconcile, prepare, and submit expense reports and invoices for payment.
• Lead projects and serve on special project teams as needed and requested by supervisor and other members of the department. This may include conducting research, planning, coordinating multiple presentations, and disseminating information.
• Maintain an effective management system including document storage (physical and electronic), filing protocol, and standardized formats in accordance with the Foundation’s document retention policy.
• Maintain contact lists.
• Maintain office supply inventory for the department and initiate orders as needed.
• Sort and distribute mail.
• Assist in preparing and tracking the departmental budget and verifying invoices to be paid as requested.
• Represent the department in a professional and collegial manner.

Education and Experience

• AA/AS or other postsecondary credential; At least 3 years’ experience in an administrative support role; or Any combination of education and experience that provides an equivalent background.

Skills, Competencies, and Characteristics

• Microsoft Office 365 skills, especially Word, Outlook, PowerPoint, Excel, OneNote, and Teams.
• Ability to effectively use online tools such as Concur to schedule travel and process expense reports.
• Strong interpersonal and customer relations skills that exemplify a high degree of diplomacy, tact, and professionalism, including excellent phone etiquette.
• Strong communication skills, with the ability to convey concepts and activities accurately, effectively, and in ways that are suited to varied stakeholders.
• Ability to write and edit with an emphasis on grammar and spelling.
• Strong organizational and planning skills with high attention to detail.
• Ability to multi-task, set priorities, triage work, and meet deadlines.
• Ability to flex and adapt to meet the needs of others and work demands.
• Ability to maintain confidentiality and handle sensitive information.
• Ability to apply sound situational decision-making.

Work Environment and Physical Demands

• Work is performed in an office environment, mostly sedentary.
• Extensive use of various forms of technology.
• Travel occurs infrequently and may include overnight stays.

This Position Summary is only a summary of the typical job functions, not an exhaustive list of all possible responsibilities, and may be subject to change at any time due to reasonable accommodation or other reasons.

Applicants should send the following to the e-mail address below:

• a letter of interest, and
• a resume as an attachment outlining experience relevant to the position.

Human Resources
lfecareers@luminafoundation.org
Equal Opportunity Employer