Executive Assistant to the President & CEO

Department: Administration

Position: Executive Assistant to the President & CEO

Classification: Exempt

Salary Range: $50-55K annually

Reports To: President & CEO

Position Summary

Reporting directly to the CEO, the Executive Assistant provides executive support in a one-on-one working relationship. The Executive Assistant completes a broad variety of administrative tasks that facilitate the CEO’s ability to effectively lead the organization. This position also serves as a liaison to the Board of Directors; assists with event planning and management; and oversees special projects as assigned by the CEO.

Executive Support Roles and Responsibilities:

• Serve as the primary point of contact for internal and external constituencies on all matters pertaining to the CEO, including those of a highly confidential or critical nature. Prioritize and determine an appropriate course of action or response, exercising judgment to reflect the CEO’s style and priorities.
• Help manage the CEO’s e-mail inbox, including organizing and prioritizing incoming e-mails, and drafting and sending correspondence on behalf of the CEO.
• Answer and screen incoming phone calls for the CEO; take and deliver accurate messages, and respond to requests in a timely manner by gathering and providing relevant information.
• Manage the CEO’s calendar of meetings and events by verifying information is accurate and up to date. Respond to internal and external meeting requests, and ensure the CEO’s time is spent in an efficient and thoughtful manner.
• Work closely with the CEO to keep her well informed of upcoming commitments and responsibilities, following up appropriately. Act as a "barometer," having a sense of the issues taking place in the environment and keeping the CEO updated. Anticipate the CEO's needs in advance of meetings, events and conferences.
• Assist with the preparation, delivery and/or distribution of meeting materials and presentations for the CEO.
• Has the authority to speak on behalf of the CEO when given instructions to relay directions and messages to Chamber staff.
• Arrange conference and event registration and travel accommodations for the CEO and senior staff.
• Manage and organize the CEO’s purchases, receipts, and check requests, and submit them to Director of Finance in a timely manner.
• Represent the Chamber and the CEO in a positive light by demonstrating superior follow-through skills and sound judgement.
• Other projects/duties as assigned by the CEO.

Board Liaison Roles and Responsibilities:

• Serve as liaison to the Board of Directors and is the main point of contact for board member administrative support, including providing concise and consistent communication to the Board of Directors, producing meeting minutes, and assisting the CEO in development of presentations and materials for board meetings.
• Manage the annual board meeting calendar schedule, send meeting invitations and updates through Outlook, and communicate schedule changes to board members in a clear and efficient manner.
• Compile, organize and distribute monthly board meeting packets.
• Maintain board records and rosters and ensure all information is accurate and up to date.
• Attend committee meetings alongside the CEO and provide administrative support by preparing and distributing meeting materials, noting action items, and scheduling subsequent meetings.
• Plan, organize and execute logistics for monthly board meetings, the annual board retreat and annual board appreciation event.

Qualifications and Skills:

• Bachelor’s Degree from an accredited college or university required.
• Minimum of three years’ experience supporting an executive, preferably in a non-profit environment.
• Must have excellent interpersonal, analytical, written and verbal communication skills.
• Ability to interact professionally and respond to questions from diverse groups, executives, board members, Chamber members, and the general public.
• Outstanding organizational and time management skills, and a proven ability to meet deadlines.
• Ability to maintain a high level of integrity and discretion in handling confidential information.
• Advanced experience in Microsoft Office (Outlook, Word, Excel and PowerPoint) required.
• Experience with scheduling and hosting virtual meetings through Zoom is preferred.
• Availability to attend occasional events outside of normal working hours and/or on weekends.
• Must be able to lift a minimum of ten pounds.
• Spanish-speaking skills is a plus.

Materials Required for Application:

• Cover letter
• Resume
• A minimum of two references

Job Type: Full-time

Pay: $50,000.00 - $55,000.00 per year

Benefits:

• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• Monday to Friday

Ability to commute/relocate:

• San Antonio, TX 78226: Reliably commute or planning to relocate before starting work (Required)

Education:

• Bachelor's (Required)

Experience:

• executive assistance / support: 3 years (Required)

Work Location: One location