Executive Assistant

ABOUT THE FOUNDATION: 

The Couch Family Foundation’s (The Foundation) mission is to be a catalyst for change in the lives of children and their families by creating quality and equitable opportunities to help them learn, thrive, and lead healthy, fulfilling lives. We achieve this mission by partnering with organizations that work to improve children’s health and well-being, early learning and development, family resiliency, and community vibrancy. The Foundation’s work is guided by engaged Trustees who bring genuine curiosity, audacious ambitions, and deep caring to its work. 

The Couch Family Foundation makes grants serving two strategic priorities: 1) building and scaling of high-quality early care and education (ECE) systems in New Hampshire state-wide and 2) enhancing the well-being of children, families, and communities in the Upper Valley in New Hampshire and Vermont and in Martha’s Vineyard in Massachusetts. In 2023, over $6.5 million was invested in strategic and community partners to fulfill the mission. 

Grounding the work is a commitment to six principles:

1. Commit to diversity, equity, and inclusion in all aspects of the work
2. Treat grantees as valued partners and those they serve with dignity and respect
3. Collaborate with community partners to create sustainable and positive change
4. Build statewide awareness and support for more effective and equitable public policy
5. Encourage creative thinking and risk-taking to foster innovation
6. Use research and community engagement to inform the work

For more information on the Couch Family Foundation, please visit here. 

Location: This position is New Hampshire based with ability to travel throughout the state, and proximity to the Hanover, NH office; Flexibility for candidates in contiguous states may be possible. 

POSITION SUMMARY: 

The Executive Assistant is a critical full-time position supporting both the Couch Family Foundation (80%) and Couch Family Advisors (20%), the family office of the Couch family. The Executive Assistant will report directly to the Executive Director of the Foundation and Chief of Staff of Couch Family Advisors for the respective work. Below is a description of the role and responsibilities for the position within the Foundation and Family Office.  

Couch Family Foundation (80%)

The Executive Assistant (EA) plays a pivotal role in the administration of the Couch Family Foundation’s operations and programming, primarily providing support to the Managing Director, Executive Director, and, when necessary, assisting program staff. Helping to fulfill the mission of the Foundation, the EA's responsibilities encompass a range of administrative and support functions and activities. The Executive Assistant also manages specific projects and operations essential to organizational effectiveness.

Key Responsibilities:

• Cultivate and build positive working relationships and strong networks both within the organization and with external stakeholders
• Serve as the principal point of contact for external stakeholders handling both phone and email inquiries with professionalism and efficiency
• Execute and oversee various administrative office functions, including drafting correspondence, preparing expense reports, coordinating travel arrangements, maintaining contacts and mailing lists, managing office supplies, processing snail mail, and managing IT and facility requests
• Manage administrative projects central to Foundation operations (e.g., employee search and on-boarding, employee training programs, maintain personnel files and compliance records, website redesign, etc.)
• Assist in preparing presentations, powerpoints, spreadsheets, charts, and reports, particularly for Board and Trustee meetings and special projects
• Assist in the communications strategy updating and coordinating content for the website and media platforms as needed, collecting, and curating relevant media/press
• Prepare Board and staff meeting minutes, documenting the outcomes and action steps, and synthesizing notes for distribution as needed
• Plan and coordinate logistics for internal and external meetings, webinars, and special events that support the Foundation’s organizational and program objectives
• Manage the calendars of the Managing Director, Executive Director and Foundation and scheduling in-person and virtual appointments
• Fulfill additional duties as assigned by Executive Director

Couch Family Advisors (20%)

Couch Family Advisors oversees both personal and financial matters of the Couch family. For the portion of time allocated to the family office, oversight will be conducted by family office leadership. The Executive Assistant (EA) will be responsible for scheduling, travel arrangements, property management, office administration, and support of reporting and special projects. 

Key Responsibilities:

• Schedule and calendar management 
• Coordination of family travel arrangements 
• Oversee personal property management, which includes recording all issues, coordinating with vendors, tracking costs, ensuring completion of work, and processing invoices. Generate an annual property management summary report
• Support reporting requiring proficiency in Excel, PowerPoint, and writing executive briefs
• Support of special projects requiring coordination, execution, communication, editing, research, attention to detail, and problem-solving skills
• File and sort physical mail and coordinate mailing forwarding
• Manage office space and implement office policies and procedures for guests
• Occasionally may need to attend to personal family and household errands
• Fulfill additional duties as requested by family office leadership

CANDIDATE PROFILE: 

We seek an individual who is dynamic, collaborative, well-organized, and detail-oriented, bringing professional experience in office administration and support. Candidates should thrive in a mission-driven, continuous learning organizational culture. The ideal candidate will be resourceful, knowledgeable, and exhibit strong self-motivation, with the ability to learn quickly and work independently. While the ideal candidate will be able to fulfill the position responsibilities, meet the requisite qualifications, and possess the desired characteristics, we invite you to express an interest even if you do not meet all the criteria. 

Qualifications & Desired Characteristics: 

In addition, strong candidates will offer: 

• At least 5 years of experience in office administration and support, with specific experience in non-profit or philanthropy being valued
• A demonstrated record of relationship management skills and ability to build trust with external constituents, community partners, and grantees through a positive customer service orientation
• Excellent time, calendar, and project management skills with the ability to manage multiple projects simultaneously in a well-organized manner
• High technical proficiency in Outlook, Word, Excel, PowerPoint, Squarespace, WordPress, Zoom, Teams, and AV equipment for effective meeting management
• Strong written and verbal communications skills, including the ability to draft, review, and edit clear and concise correspondence, summaries, and reports
• A dedicated commitment to the Foundation’s mission and principles 
• Elevated emotional intelligence, encompassing self-awareness, empathy, and transparent communication
• Proactive and intuitive qualities with the ability to anticipate and address underlying and articulated needs
• The ability to work independently and collaboratively as part of a team