(713) 861-4849 family@familyhouston.org

Executive Assistant
Job Description

 Reporting to the President and CEO, the Executive Assistant will provide provides high-level administrative support to the CEO, and Senior Leadership team, by managing the CEO’s calendar, organizing departmental meetings, providing Board support, preparing correspondence, organizing, and supporting events, and more. 

Essential Job Functions

CEO and Board Support – (approximately 25%)

  • Provide administrative support to the CEO including: manage calendar; maintain filing system and file; prepare presentations
  • Organize and manage meetings and events for CEO
  • Manage communications between CEO and stakeholders, media as needed.
  • Supports communications between CEO and other staff as needed
  • Provide staff support for Board and designated Board Committees, including organizing meetings and other events, taking minutes, organizing and recording votes, and facilitating CEO / Board communication
  • Manage special projects for CEO
  • Office Administration – (approximately 25%)
  • Support administrative needs of the agency to help ensure a high-functioning and effective organization; coordinate between administrative functions when/as needed
  • Monitor Family Houston general e-mail box and distribute accordingly
  • Manage office supply inventory, ensuring sufficient supply to support office needs within budget
  • Manage office administrative duties and special projects including in-house or off-site activities as requested by CEO
  • Retrieve, process, and distribute incoming mail, including financial information, and deliveries.
  • Run errands and occasionally transport program material
  • Support Family Houston leadership requests for assistance as possible, approved by CEO
  • Additional duties as directed by the CEO.

Development Support – (approximately 25%)

  • Enter gifts into Raisers Edge and update constituent and employee profiles
  • Help Organize and execute Agency events/meetings
  • Prepare and mail donor correspondence letters
  • Support department with administrative needs as required
  • Intake Support – (approximately 25%)
  • Provide back up support to Intake team as needed
  • Assist with creation and update of pdf forms
  • Facilitate client signatures utilizing eSign Genie software
  • Help with provider scheduling

General Expectations

  • Motivated self-starter with ability to anticipate needs and recommend solutions
  • Strong collaboration and technology skills
  • Meticulous grammar, editing and writing, presentation and communication skills
  • Highly reliable and organized
  • Creative problem solver
  • Ability to maintain confidentiality and use good judgment
  • ‘All hands on deck’ approach
  • Timely follow-up to management needs
  • Comfort coordinating with multiple parties/stakeholders
  • Ability to lift 25 pounds
  • Maintain a Texas driver’s license
  • Professional projection

Experience, Education and Knowledge

  • Bachelors Degree
  • Fluent in both verbal and written Spanish with ability to translate documents
  • Experienced Assistant to C-level executives, CEO preferred
  • Experience working with Boards of Directors
  • Fluency in all key office systems/tools/applications (e.g. Word, Excel, PPT), Raisers Edge, E-sign Genie, MyEvolv and PDF forms experience a plus
  • Minimum 3 years in a business / nonprofit administrative or related function
  • Demonstrated ability to take meeting minutes and prepare meeting summaries
  • Demonstrated ability to create compelling presentations/documents/communications materials

 

Interested and qualified candidates may send their resume to HR.