Executive Assistant
8 days ago
Austin
Job Description SUMMARY The Executive Assistant is a highly motivated, exceptionally detail-oriented, and organized professional who provides comprehensive support to the Chief Executive Officer (CEO) and Chief Advancement Officer (CAO) of our dynamic organization, as well as the Director of Corporate & Foundation Relations as it relates to the execution of our government grants and contracts process. This role will be a proactive self-starter, critical thinker, and highly emotionally intelligent professional with the confidence to manage critical tasks independently while maintaining a humble and service-oriented approach. The Executive Assistant position is essential in ensuring that our leaders can focus on strategic priorities by effectively managing their schedules, coordinating key projects, and assisting in the implementation of the organization's strategic plan. QUALIFICATIONS • Bachelor’s degree or equivalent experience in business administration, management, or a related field preferred but not required, • Minimum of 5 years of experience in an executive assistant or similar role, preferably within a non-profit or mission-driven organization preferred, • Proven ability to manage multiple tasks simultaneously with an exceptionally high degree of accuracy and attention to detail, • Strong interpersonal skills with the ability to interact effectively with diverse groups of people demonstrating a high level of emotional intelligence, confidentiality, and cultural sensitivity, • Excellent written and verbal communication skills, including the ability to draft, edit, and proofread error-free, professional correspondence and documents, • High level of proficiency with office software, including Microsoft Office Suite (Word, Excel, PowerPoint, Teams, Outlook), • Ability to work independently, take initiative, and solve problems with minimal supervision using sound judgment and critical thinking, • Demonstrated ability to handle confidential information with integrity, • Proactive and Self-Motivated: Ability to anticipate needs, think several steps ahead, and take the initiative without requiring constant direction., • Organizational Skills: Strong ability to prioritize tasks, manage time effectively, and maintain a high level of productivity in a fast-paced environment., • Attention to Detail: Exceptionally meticulous in managing complex schedules, coordinating projects, maintaining records, and ensuring the accuracy and consistency of all work., • Communication: Clear, concise, and professional in all forms of communication, with an emphasis on active listening, diplomacy, and tailoring messages to different audiences., • Adaptability: Flexible and able to pivot in response to changing priorities or unexpected challenges while maintaining composure and professionalism., • Confidence with Humility: Comfortable working with high-level executives and Board members yet approaches the role with a service-oriented mindset, low ego, and a team-first attitude., • Emotional Intelligence: Demonstrated ability to “read the room,” build trust, navigate sensitive situations with discretion and empathy, and maintain strong relationships across the organization Schedule Management: • Manage and optimize the daily and long-term schedules of the CEO and CAO, ensuring alignment with organizational priorities. Anticipate scheduling conflicts, proactively resolve them, and use strong judgment to prioritize meetings and commitments., • Assist in the planning, coordination, and execution of organizational projects and initiatives, particularly including support for the Board of Directors and the Director of Corporate, Foundation, and Government Relations’ work in governmental grants and contracts., • Track progress of projects, ensuring deadlines are met, dependencies are understood, and stakeholders are kept informed with clear, concise updates., • Support the CEO, CAO, and Director of Corporate, Foundation, and Government Relations in developing, submitting, and tracking grant and contract requests, as well as assisting in the development of all reports on the use of awarded funds., • Collaborate with internal teams to ensure data and narrative are collected, verified, and collated as requested by the Director of Corporate, Foundation, and Government Relations., • Serve as a key point of contact between the executive team and internal/external stakeholders, consistently representing the organization with professionalism, discretion, and emotional intelligence., • Serve as a key point of contact to the Chair and Board of Meals on Wheels Central Texas, including collection of Board feedback, maintaining Board files and current records, Board meeting planning and Board Book production and mailing, and keeping accurate and timely Board meeting minutes., • Draft, edit, and proofread correspondence, presentations, and reports on behalf of the CEO and CAO, ensuring accuracy, clarity, and alignment with organizational tone and messaging., • Independently researches, prioritizes, and follows up on incoming issues and concerns addressed to the CEO and CAO, determining appropriate course of action, referral, and/or response, and elevating issues that require executive attention., • Coordinate logistics and administrative support for meetings of the full Board of Directors and key Board committees (e.g., Executive, Advancement, Finance), including scheduling, calendar invites, and meeting notifications., • Prepare, proofread, and distribute Board and committee materials (agendas, Board Books, pre-read materials, presentations) in collaboration with the CEO, CAO, and relevant staff, ensuring timely electronic and/or physical delivery., • Attend full Board and designated committee meetings to provide on-site or virtual support, take clear and accurate minutes, capture action items, and track follow-up tasks., • Ensure meeting spaces (in-person and virtual) are properly set up, including room reservations, technology/AV and videoconference links, name tents, sign-in sheets, and refreshments as needed., • Maintain organized and up-to-date Board and committee records, including minutes, resolutions, rosters, terms of service, and other governance-related documentation., • Manage travel arrangements, including booking flights, accommodations, and transportation, as requested, and prepare detailed, accurate itineraries and supporting materials. Process expense reports and handle other financial documentation as needed, ensuring accuracy, appropriate coding, and adherence to organizational policies., • Organize and maintain electronic and paper files, ensuring logical structure, version control, and easy access to important documents for the executive team., • All employees must contribute to meal delivery, meal management, or office support based on their scheduled hours., • Constantly performs work indoors., • Occasionally walks to perform some work., • Constantly reads information on a computer monitor and in writing., • Frequently presents information to variable audiences., • Constantly moves and uses limbs to perform work; this position requires good manual dexterity and coordination., • Occasionally may work nights, weekends and holidays., • Occasionally travels locally., • Frequently moves about inside the office to access file cabinets, office machinery, and other general office equipment., • Frequently uses abdominal and lower back muscles to provide support over time without fatigue., • Occasionally moves objects up to 20 pounds. This full time exempt position is located at 3227 East 5th Street, Austin, Texas 78702. While this position is eligible for hybrid work arrangement, it will initially be based in office. Meals on Wheels Central Texas provides equal employment opportunities to all applicants and employees for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, and local laws.
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