Living Stones Foundation – Administrator
Living Stones Foundation, along with associated entities Living Rock Foundation, a family office, and various smaller entities are seeking a detailed and proactive Administrator for:
Executive Support
Support primarily the Chairman in usual tasks associated with such, including but not limited to:
- Act as a primary filter or gatekeeper for those outside the organization, determining the relevance, importance, and urgency of those seeking to contact him
- Manage the logistics and his calendar, contacts, mail, lists, and accounts
- Facilitate meetings and solving various issues that may arise; reminding and note- taking
- Maintain and create file systems
- Serve as a receptionist, hostess, and the first point of contact for those visiting the office
- Interact with board members, various stake holders, suppliers, and others across entities
- Organize and set up meetings as requested
- Arrange and manage all travel plans, car service when requested, hotel and car rental arrangements, etc.
- Create and edit documents using Word, PowerPoint and Excel as requested
- Make and accept phone calls, send emails, letters, etc. on behalf of CEO as requested
Office Management
Manage the shared foundation/family office in Southlake:
- Answer main phone line and provide messages to team
- Greet and assist incoming guests and visitors
- Serve as general office manager who procures office and kitchen supplies, mail distribution, and manages office infrastructure and service providers, and manages conference room calendar
- Assist with making coffee, running the dishwasher and unloading, etc., as a shared responsibility among the team
Foundation Support
Support the foundations’ Executive Director primarily in aspects of grantmaking process:
- Research various ministries and areas of interest as needed
- Track grants and handle back-office documentation
- Collect grant receipts, maintain grant lists, archive grant documents
- Help to prepare reports for annual foundation board meetings
- Create expense allocation reports, manage credit card accounts, and interact with our finance and accounts payable team in relation to financial documents and expenses
- Interface with portfolio ministries’ management and other staff
Chief Investment Officer Support
Support the organization’s Chief Investment Officer, including:
- Assist with expense reporting and allocation of expenses to proper entities
- Assist with scheduling travel, car service, hotel and car rental arrangements, etc.
- Provide administrative support such as printing, making copies, filing documents
Family Office Support
Support the organization’s founding family, including:
- Manage travel for family members, run local errands, and other miscellaneous requests as appropriate
- Manage family household maintenance and the primary contact for contractors and vendors who service the home property, interfacing with contractors, arranging dates for repairs, scheduling appointments, and follow-up as necessary
Qualifications
- Possesses a “servant heart,” a pleasant demeanor, and a cheerful disposition
- Humble, teachable, trustworthy, and confidential
- Must have strong communications skills, both verbally and in writing
- Must be able to prioritize incoming requests based on level of urgency versus importance
- Must possess strong organizational skills, including an ability to multi-task, keeping watch over schedules, meetings, conference calls, and keeping CEO on track
- Microsoft Office suite skills including Word, PowerPoint, and Excel
The position will be based out of our Southlake office and offers full benefits, including medical, dental, and retirement plans.
