Executive Assistant (Dallas)

Position Summary

The Executive Assistant will provide high-level administrative support to our executive team and contribute to the smooth functioning of our organization. This role will involve a wide range of administrative duties, including scheduling, communication management, record keeping, and project coordination. Attention to detail, strong organizational skills, and ability to work in a fast-paced environment and the ability to build strong relationships are critical skills.

Responsibilities

1. Support/Service Delivery
   1. Act as a primary point of contact for internal and external stakeholders, demonstrating professionalism and exceptional interpersonal skills.
   2. Prepare and edit correspondence, reports, and presentations for executive-level distribution.
   3. Conduct research and gather relevant information to assist executives in decision-making processes.
   4. Act as a gatekeeper to the executive team ensuring unplanned distractions or unwanted solicitations are managed proactively.
   5. Assist in the planning and execution of events, including logistics, invitations, and on-site coordination.
   6. Provide comprehensive administrative support to the executive team, including managing their calendars, scheduling appointments, arranging meetings, and coordinating travel logistics.
   7. Provide general administrative support, including photocopying, faxing, filing, and ordering office supplies.
   8. Track project progress, maintain project calendars, and provide regular updates to stakeholders.
   9. Coordinate and schedule meetings, prepare meeting agendas, and record and distribute meeting minutes.
   10. Performs other duties as assigned by supervisor.
2. Communication
   1. Answer and screen incoming calls, emails, and mail, and handle or redirect inquiries as necessary.
   2. Collaborate with various departments and teams to support project coordination and implementation.
3. Supervision
   1. Receives supervision.
      1. Receive supervision from and actively communicate with supervisor on an ongoing basis throughout the week by phone, email, written message and when possible, in person regarding program matters.
4. Leadership
   1. Promotes and demonstrates appropriate respect for cultural diversity among coworkers and all work-related contacts.
5. Documentation
   1. Maintain an organized filing system, ensuring all documents and records are accurately categorized and readily accessible.
   2. Assist in the preparation and distribution of board meeting agendas and materials.
   3. Manage and maintain organizational documents, such as board minutes, contracts, policies, and procedures, ensuring their confidentiality and accessibility.
   4. Maintain accurate and up-to-date contact lists and databases.
6. Finance/Budget
   1. Assist with budget tracking, expense reporting, and invoice processing.
7. Risk Management and Safety
   1. Ensure a positive work environment where sensitive information is protected.
   2. Maintain confidentiality with all records and correspondence.
   3. Completes online learning and policy acknowledgements by due date. 
   4. Attends and participates in all required trainings.

Qualifications

1. Education/Credentials/Licensure:
   1. Requires a high school diploma or equivalent required.
   2. Requires a valid state driver’s license and safe driving record. 
   3. Requires reliable transportation and current auto insurance.
2. Experience:
   1. Requires proven experience as an executive assistant or similar role.
   2. Experience supporting a Board of Directors preferred.
   3. Knowledge of the non-profit sector and its operations preferred.
3. Clearances:
   1. DPS
   2. DFPS
   3. FBI
   4. CBCU Eligibility Determination
   5. Child Abuse Clearances

Working Conditions

1. Physical Demands
   1. This position requires operating a keypad device 50% of the day and electronic/office equipment 50% of the day. Travel is required approximately 5 times per month and works in weather conditions about 25% of the day. Fingers, thumbs, hands, wrists, elbows, legs and feet are all routinely used throughout the day. The lower and upper torso is used 75% of the day. Employee must meet minimum requirements for hearing, speech, and vision. Walking is required 10% of the day. Standing occurs 10% of the day. Sitting happens 80% of the day. Reaching above the shoulder as well as bending and twisting are performed 25% of the day. This function routinely lifts 15 pounds, 4 times per day. The maximum lift is 50 pounds, 1 time per day. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
2. Mental Demands
   1. Frequently performs multiple tasks and makes quick decisions.
   2. Occasionally handles distractions and a diversity of problems.
   3. Continually need to concentrate.
3. Environmental Factors
   1. Environmental demands require this position in home and office settings.
4. Working Hours
   1. Traditional office hours with flexibility to meet department needs.