(713) 861-4849 family@familyhouston.org

Part-time Executive Assistant
Job Description

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

Essential Job Functions:

  • CEO and Board Support
  • 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 and Accounting Support
  • 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.
  • Enter gifts into Raisers Edge and update constituent and employee profiles
  • Help prepare donor correspondence letters
  • 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
  • Organize and execute Agency events/meetings

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 or 5 years experience
  • 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 5 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

Qualified candidates may send their resume to Human Resources.