About this role
Position Summary
The Executive Assistant will provide high-level administrative support to our executive team and contribute to the smooth functioning of our organization. This role will involve a wide range of administrative duties, including scheduling, communication management, record keeping, and project coordination. Attention to detail, strong organizational skills, and ability to work in a fast-paced environment and the ability to build strong relationships are critical skills.
Responsibilities
• Support/Service Delivery
• Act as a primary point of contact for internal and external stakeholders, demonstrating professionalism and exceptional interpersonal skills.
• Prepare and edit correspondence, reports, and presentations for executive-level distribution.
• Conduct research and gather relevant information to assist executives in decision-making processes.
• Act as a gatekeeper to the executive team ensuring unplanned distractions or unwanted solicitations are managed proactively.
• Assist in the planning and execution of events, including logistics, invitations, and on-site coordination.
• Provide comprehensive administrative support to the executive team, including managing their calendars, scheduling appointments, arranging meetings, and coordinating travel logistics.
• Provide general administrative support, including photocopying, faxing, filing, and ordering office supplies.
• Track project progress, maintain project calendars, and provide regular updates to stakeholders.
• Coordinate and schedule meetings, prepare meeting agendas, and record and distribute meeting minutes.
• Performs other duties as assigned by supervisor.
• Communication
• Answer and screen incoming calls, emails, and mail, and handle or redirect inquiries as necessary.
• Collaborate with various departments and teams to support project coordination and implementation.
• Supervision
• Receives supervision.
• Receive supervision from and actively communicate with supervisor on an ongoing basis throughout the week by phone, email, written message and when possible, in person regarding program matters.
• Leadership
• Promotes and demonstrates appropriate respect for cultural diversity among coworkers and all work-related contacts.
• Documentation
• Maintain an organized filing system, ensuring all documents and records are accurately categorized and readily accessible.
• Assist in the preparation and distribution of board meeting agendas and materials.
• Manage and maintain organizational documents, such as board minutes, contracts, policies, and procedures, ensuring their confidentiality and accessibility.
• Maintain accurate and up-to-date contact lists and databases.
• Finance/Budget
• Assist with budget tracking, expense reporting, and invoice processing.
• Risk Management and Safety
• Ensure a positive work environment where sensitive information is protected.
• Maintain confidentiality with all records and correspondence.
• Completes online learning and policy acknowledgements by due date.
• Attends and participates in all required trainings.
Qualifications
• Education/Credentials/Licensure:
• Requires a high school diploma or equivalent required.
• Requires a valid state driver's license and safe driving record.
• Requires reliable transportation and current auto insurance.
• Experience:
• Requires proven experience as an executive assistant or similar role.
• Experience supporting a Board of Directors preferred.
• Knowledge of the non-profit sector and its operations preferred.
• Clearances:
• DPS
• DFPS
• FBI
• CBCU Eligibility Determination
• Child Abuse Clearances
Working Conditions
• Physical Demands
• This position requires operating a keypad device 50% of the day and electronic/office equipment 50% of the day. Travel is required approximately 5 times per month and works in weather conditions about 25% of the day. Fingers, thumbs, hands, wrists, elbows, legs and feet are all routinely used throughout the day. The lower and upper torso is used 75% of the day. Employee must meet minimum requirements for hearing, speech, and vision. Walking is required 10% of the day. Standing occurs 10% of the day. Sitting happens 80% of the day. Reaching above the shoulder as well as bending and twisting are performed 25% of the day. This function routinely lifts 15 pounds, 4 times per day. The maximum lift is 50 pounds, 1 time per day. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
• Mental Demands
• Frequently performs multiple tasks and makes quick decisions.
• Occasionally handles distractions and a diversity of problems.
• Continually need to concentrate.
• Environmental Factors
• Environmental demands require this position in home and office settings.
• Working Hours
• Traditional office hours with flexibility to meet department needs.