Executive Assistant

Job Title: Executive Assistant

Reports To: Chief Executive Officer

Status: Full-Time / Non-Exempt

Pay Range: $60,000-$65,000

Position Summary

The Executive Assistant provides high-level administrative and operational support to the Chief Executive Officer to advance the organization’s strategic and administrative objectives. This position serves as a key point of coordination between the CEO, Board of Directors, and internal departments. The ideal candidate is highly organized, detail-oriented, and able to manage multiple priorities with professionalism, discretion, and a proactive mindset.

Key Responsibilities

Executive Support

• Manage and maintain the CEO’s calendar, ensuring effective scheduling of meetings, presentations, and travel.
• Prepare materials and briefings for the CEO’s meetings and travel engagements.
• Coordinate special events, conferences, and speaking engagements on behalf of the CEO.
• Represent the CEO at internal and external functions as needed.
• Track and submit CEO expense reports accurately and in a timely manner.
• Manage correspondence, including mail, email, and phone messages, and ensure timely review and response.

Administrative & Program Support

• Prepare, edit, and format correspondence, reports, presentations, and other documents using Microsoft Office and Adobe applications.
• Maintain and organize organizational records, files, and reports.
• Coordinate logistics for Board Meetings, allstaff meetings and internal events, including agendas, materials, and catering.
• Participate in relevant webinars and training sessions, summarize key information, and distribute notes to appropriate staff.

Board Liaison

• Serve as liaison to the Board of Directors, maintaining regular communication and ensuring timely distribution of information and materials.
• Prepare meeting agendas, packets, and presentations for Board and committee meetings.
• Coordinate logistics for Board and committee meetings, including scheduling, space, and catering.
• Record, transcribe, and distribute meeting minutes.
• Maintain accurate Board records, including attendance, giving, and directory updates.

Qualifications

• Minimum of an associate degree; bachelor’s degree preferred.
• Minimum of 3 years of administrative or executive support experience, preferably in a nonprofit environment but not required.
• Excellent organizational and time management skills, with the ability to manage multiple priorities and meet deadlines.
• Strong written and verbal communication skills.
• Advanced proficiency in Microsoft Office Suite and Adobe Acrobat; experience with Adobe Photoshop a plus.
• Demonstrated ability to handle confidential information with discretion.
• Strong problemsolving and relationshipbuilding skills.
• Bilingual (English/Spanish) preferred.
• Valid Texas driver’s license and automobile liability insurance require