Executive Assistant - Children's Bereavement Center of South Texas : Job Details

Reporting directly to the Chief Executive Officer (CEO), the Executive Assistant provides administrative support to the CEO and Executive leadership team. The Executive Assistant serves as the primary point of contact for the CEO and serves as a liaison with the Board of Directors. The Executive Assistant must be creative and enjoy working within an environment that is mission-driven, results-driven, and community oriented. The ideal individual will have the ability to exercise good judgment in a variety of situations and will possess strong written and verbal communication, administrative, and organizational skills. The ability to maintain a realistic balance among multiple priorities is imperative. The Executive Assistant must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.

ESSENTIAL FUNCTIONS/PERFORMANCE REQUIREMENTS:

A. JOB DUTIES AND RESPONSIBILITIES

1. Provide comprehensive administrative support to the CEO and Executive team including assisting with special projects; preparation and set up for on-site meetings with staff and outside parties; composing and preparing correspondence; maintaining contact lists; and completing expense and mileage reports

2. Provide sophisticated calendar management for the CEO; prioritizing inquiries and requests and troubleshooting conflicts with little guidance

3. Serve as the primary point-of-contact for the CEO, providing a bridge for smooth communication between the CEO and internal and external constituents

4. Act as a liaison and provide support to the Board of Directors, for both CBCST and CBCST Foundation, including arranging and handling logistics for Board meetings and events (scheduling, draft agendas, developing and compiling all meeting materials and recording meeting minutes on behalf of the Board Secretary)

5. Facilitate various donor recognition activities on behalf of the Executive team and, in coordination with the Chief Development Officer, including acknowledging birthdays, anniversaries, thank you gifts, and honorariums

6. Work with Chief Development Officer to coordinate the CEOs outreach activities ensuring the CEO can cultivate long-term relationships with external constituents

7. Replenish office supplies and materials for the admin team such as office supplies, printer supplies, paper, and snacks

8. Provide hospitality to all guests and help to create a warm and welcoming environment

2. ADMINISTRATION

1. Attend all Staff and Board meetings

3. COLLABORATION

1. Assist Development staff with fundraising and special events when needed

2. Maintain open communication and positive/productive relationships within all internal and external relationships

4. QUALIFICATIONS AND EDUCATION REQUIERMENTS

1. Education: Bachelors degree preferred, but not required

2. At least 2 years of executive support experience, ideally supporting C-level executives

3. Able to maintain a high level of integrity and discretion in handling confidential information

4. High degree of professionalism in dealing with diverse groups of people, including Board members, senior executives, staff, community leaders, and donors

5. Excellent interpersonal, phone, and written communication skills, including the ability to

communicate effectively with a wide range of audiences and professional email etiquette

6. Strong organizational skills with a commitment to accuracy and detail

7. Excellent computer skills with proficiency in MS Office applications including Word, Excel, and

PowerPoint

8. Excellent people skills, teamwork, and customer service

9. Physical requirements: include occasional lifting/carrying of 25 pounds; visual activity; hand and eye coordination and manual dexterity necessary to operate a computer keyboard and basic office equipment. Subject to sitting, standing, reaching, walking, twisting, and kneeling to perform the essential functions. Working conditions are primarily inside an office environment.

Childrens Bereavement Center and SWBC PEO provide Equal Employment Opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, gender identity, national origin, age, disability, genetic information, or status as a covered veteran in accordance with applicable federal, state, and local laws.