Title: Executive Assistant

Salary / Salary Range: $50k - $58k

Employment Status: Full-time

Department: Executive 

Supervisor: Cy Herrera

Office: Headquarters (3208 Red River, Austin, TX 78705) 

Full time, exempt 

Target start date: June 24, 2024 

About the Organization:

ASHwell is a sexual health and wellness center established in Austin, TX in the late 1980s. We are passionately committed to diversity, equity, and belonging. We strive to provide a safe discrimination-free space for all and predominantly serve LGBTQIA and BIPOC communities. Our approach to sexual health and wellness is rooted in being proudly sex and kink positive, pro-sex worker, pro-harm reduction and anti-stigma. We are a growing organization looking for values-aligned, pro-sexual health and wellness people to join our team! 

Position Overview: 

The Executive Assistant (EA) role will manage the Executive Director's (ED) schedule, coordinate appointments, and oversee meeting logistics. The role will track projects and tasks, manage travel arrangements, and streamline communication flow within the office. Additionally, they will handle executive expenses, ensuring accurate tracking and reporting. Executive Assistant’s proactive support will contribute to the efficient functioning of the Executive Director's schedule.

Core Responsibilities 

• Schedule Management & Appointment Coordination - 15% 

• Update ED schedule daily 

• Innovate and initiate schedule flows to alleviate ED schedule 

• Lead daily brief and schedule review, make adjustments as requested by ED 

• Respond to meeting requests via direct and email 

• Serve as principal administrative contact and liaison with all external contacts 

• Track, set, remind and coordinate ED health, travel, and childcare related appointments 

• Meeting Scribe and Tracking - 15% 

• Attend ED meetings, take notes, follow up on action items 

• Research, gather, analyze and prepare materials for ED meetings, ensure ED is prepared and briefed 

• Prepare, scribe and distribute ED meeting agendas, POPs, and prep requirements to meeting attendees 

• ED Project and Task Management- 25% 

• Manage Project and Task tools 

• Coordinate with and keep project teammates updated 

• Manage progress of projects and help manage prioritization 

• Travel Logistics Management – 10% 

• Track ED travel needs and requests 

• Book flights, accommodation, meetings, and reservations for ED travel 

• Prepare detailed itineraries for ED 

• Track and coordinate maximize ED travel rewards 

• ED Communication Flow Management – 20% 

• Compose and edit emails/correspondence, memoranda, reports, and presentations. 

• Answers and routes phone calls, mail and disseminates information as appropriate 

• Organizes and maintains up-to-date ED drive 

• Track and Report Executive Expenses – 5% 

• Tracks ED spending including expenditures and receipts 

• Executes and submits ED expense reports in a timely manner 

• Prepares financial reports using data entry on-line financial systems 

• Maintain financial security practices 

• Baseline - 10% 

• Participate in all required staff meetings and retreats 

• Maintain up-to-date calendar and work plan 

• Utilize org - wide systems and protocols for all agency business 

• Offer at least 24 hours' notice for internal meeting cancellations/rescheduling 

• Maintain chain of command for internal communications

About You 

The ASHwell Executive Assistant is an incessantly resourceful, proactive self-director with strong and direct communication skills. They understand the value of supporting the ED and how it contributes to the overall wellness and success of the organization. They are a high performing schedule master and color coordinator who thrives in a supportive role. They are driven and determined to ease the day-to-day life of the Executive Director. Our Executive Assistant is politically conscious and understands nuances in assisting a professional and high performing woman of color in an executive role. Our Executive Assistant will demonstrate their ability to fall into step with the ED’s professional rhythm while simultaneously and boldly supporting the ED to notice and shift tendencies that lead to overworking and burnout. 

 They can connect their role and its responsibilities to the bigger picture of ASHwell’s mission.

Required Qualifications:

• Lives in Austin, TX or within the greater Austin Metro Area or willing to relocate 

• Baseline understanding of gender pronouns, pro sex culture and HIV de-stigmatization and/or willingness to learn 

• Aligned with ASHwell’s values 

• Values that align with ASHwell’s mission and culture 

• Baseline understanding of language around gender and race and willingness to learn 

• Proficiency in Microsoft OneDrive, TEAMS, Outlook, Word, and PPT 

• Proficiency in Asana or similar task management system 

• 3 years of experience in a lead EA or similar role 

• Ability to communicate technical information accessibly 

• Strong written skills 

• Exemplary calendar and time management skills 

• Ability to maintain confidentialities 

• Reliable transportation 

Preferred Qualifications:

• Fluent in the language and culture of the public sexual health sector (already knows our jargon). 

• Lived experience in any of the social issues ASHwell works to address 

• Previously received services from ASHwell 

• PhD in IT awesomeness 

• Demonstrable success Owning or Managing system design and implementation within the Tech sector 

• 1 years prior IT experience with a nonprofit organization 

• Relevant experience in similar sized nonprofit organization

• Flexibility and skill in pivoting and adapting to dynamic and unpredictable environment 

Our Hiring Process 

The start date for this position is June 24, 2024. Applications are due no later than midnight CT on April 5, 2024. We are committed to offering the support, time and resources necessary to on-board and orient to the role.

Timeline 

• Applications Due April 5, 2024

• Invitations to interview: April 26, 2024 

• Round 1 Interviews: week of April 29-May 10

• Round 2 interviews: May 13-24

• Final interviews: May 28-31

• Goal date for offers: June 3-7

• Position start date June 24, 2024