Executive Assistant

Application Procedures:

Please submit a cover letter, resume and three references (name, email address, phone number) by March 31, 2025 to jobs@norrispenrose.com.

Resumes missing requested documents will not be reviewed.

Position Summary: The Executive Assistant is a full-time position reporting to the Executive Director of the Pikes Peak or Bust Foundation and the Norris Penrose Legacy Foundation, both of which are Colorado non-profit corporations. The Pikes Peak or Bust Foundation was formed in 2001 with two key missions: to preserve and promote the Pikes Peak region’s western heritage, and to support quality of life initiatives for the region’s active-duty military members and their families. The Norris Penrose Legacy Foundation was founded in 2021 with the mission of owning and operating the Norris Penrose Event Center for the benefit of local tax payers and to ensure that legacy events, such as the Pikes Peak or Bust Rodeo, continue to take place.

The primary purpose of this position is to provide administrative support to the Executive Director, the Norris Penrose Legacy Foundation Board, the Pikes Peak or Bust Foundation Board, and their assets, entities, events, and activities as directed. This may include, but is not limited to, the Pikes Peak or Bust Rodeo, the Blue Jeans & Brass Gala, the Golf Tournament, the Rodeo Kick-off Concert, the Rodeo Parade, and Hank’s Club.

The ideal candidate must:

• Work well in a matrixed team environment
• Be an excellent communicator
• Be Prepared to coordinate with County Commissioners, the Mayor’s Office, City Council, Chamber of Commerce, the El Pomar Foundation, Senior Military Leaders, and other nonprofit organizations
• Be able to manage projects and tasks efficiently
• Effectively organize paper and electronic files
• Manage calendars and scheduling applications for multiple groups
• Be able to support Foundation events outside of traditional duty hours (e.g., evenings and/or weekends)
• Work with minimal supervision

Job Responsibilities:

• Collaborate with the Executive Director, Foundation President, Boards of Directors and/or event and committee chairs to draft agendas for board and committee meetings. Submit draft agendas to the Executive Director/President/Secretary/Event or Committee Chair for review and approval. Make edits/corrections and send the updated agenda to the Board President(s) and Secretary or Event/Committee Chair for review and approval.
• Schedule regular and ad hoc meetings to include room reservation and set up, audiovisual equipment, and catering as required.
• Coordinate with Executive Director/Board Secretary(s)/Committee Chairs on materials that need to be distributed to board and committee members in the initial notification email sent out no later than 10 days prior to the meeting.
• Not later than 10 days prior to a scheduled meeting, notify board and or committee members by email of meeting date and prepare meeting materials to include: the meeting agenda, the previous meeting minutes for approval, virtual meeting information and other documents as required.
• Attend board and or event/committee meetings, take attendance, verify a quorum and take minutes.
• Not later than 7 days following to the meeting, draft board/committee minutes and submit to the Executive Director for review/approval. Make edits/corrections and send the updated minutes to the Board President(s) and Secretary or Committee Chair for review/approval.
• Schedule the Foundation Board’s annual meeting for January of each calendar year. Draft agenda and submit to the Foundation Executive Director for review/approval. Make edits/corrections and send the updated agenda to the Foundation President and Secretary.
• Schedule the Rodeo Board’s annual meeting and annual New Board Member Orientation for September of each calendar year. Draft agendas for both and submit to the Executive Director for review/approval. Make edits/corrections and send the updated agendas to the Board President and Secretary.
• Notify board members by email of annual meeting dates and prepare meeting materials to include: the meeting agenda, virtual meeting information and other documents as required.
• Attend annual meetings, take attendance, verify a quorum and take minutes.
• Draft annual meeting minutes and submit to Executive Director for review/approval. Make edits/corrections and send the updated minutes to the Board Presidents and Secretary.
• Develop and track open action items for the Foundation and Rodeo Boards.
• Prepare thank you letters to donors to recognize their contributions of either in-kind goods or services, or monetary donations: draft letters, print, obtain appropriate signature, make a PDF copy and file electronically, mail letter to donor.
• Provide administrative support to Committee Chairs as requested (draft agenda, attend meeting, take minutes, submit minutes, update committee descriptions).
• Help plan and execute Foundation events as requested. Duties may include
• Coordinate schedules and meetings
• Review and edit script and program
• Coordinate nametags and registration
• Coordinate reserved parking spaces
• Review and update invite list
• Draft save-the-date and invitation then send to Committee Chair, Executive Director, and Foundation President for review and approval
• Email invitation and track RSVPs
• On-site day of assistance
• Coordinate board and committee attendance (and credentials as required) at events
• Update board and committee reference materials (member contact lists, organization charts, bios, welcome packet for new members, Board member terms)
• Attend daily, weekly, and monthly meetings and any other functions required by management and perform any other duties as requested by the Foundation Executive Director
• Develop/maintain a shared drive and electronic filing system for document organization and storage
• Develop/update policy letters
• Oversee annual review of board bylaws in coordination with Board Secretary
• Maintain professional association memberships on behalf of the Board(s). Example: Association of Rodeo Committees annual membership.
• Draft and distribute other correspondence as required
• Track and maintain legal compliance of entities to include, but is not limited to: annual periodic state reports, trade name registrations, patents and trademarks
• Other Duties as assigned or approved by the Executive Director

Knowledge, Skills, and Abilities:

• Excellent project and time management skills
• Excellent written and verbal communication skills
• Attention to detail
• Organization skills
• Ability to multitask
• Excellent computer skills, including the Microsoft Office Suite (Outlook, Word, PowerPoint, and Excel) and Google Chrome (Gmail, Google Docs, Google Sheets)
• Adaptability
• Event coordination
• Discretion and ability to maintain confidentiality

Mandatory Requirements:

• U.S. Citizenship

Education Requirements:

• High School Diploma

Preferred Qualifications:

Salary: $55,000 - $60,000

Benefits:

• Medical, Dental, and Vision Coverage
• Paid Time Off
• Simple IRA Plan
• Relocation Reimbursement

Position Location: this is a hybrid position, primarily on-site and some remote work

Norris-Penrose Event Center

1045 Lower Gold Camp Road

Colorado Springs, CO 80905

Non-Discrimination Statement:

The Pikes Peak or Bust Foundation is an equal opportunity employer. We will not discriminate and will take affirmative action measures to ensure against discrimination in all areas of our operations. This shall include employment, recruitment, advertisements for employment, compensation, termination, upgrading, promotions, and other conditions of employment against any employee or job applicant on the bases of race, color, gender, national origin, age, religion, creed, disability, veteran status, sexual orientation, gender identity or gender expression.

Job Type: Full-time

Pay: $55,000.00 - $60,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Health savings account
• Paid time off
• Relocation assistance
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday
• Weekends as needed

Ability to Commute:

• Colorado Springs, CO 80905 (Preferred)

Ability to Relocate:

• Colorado Springs, CO 80905: Relocate before starting work (Preferred)

Work Location: Hybrid remote in Colorado Springs, CO 80905

Salary : $55,000 - $60,000