Executive Assistant

1 day ago

Austin, United States Center for Child Protection Full time

Center for Child Protection

Job Description


Job Title: Executive Assistant


Supervisor: Chief Executive Officer


Job Summary: The Executive Assistant provides high-level administrative support to the Chief Executive Officer (CEO), ensuring efficient office operations, managing the schedule and facilitating communication between the CEO and internal/external stakeholders. This position works closely with members of the Board of Directors and may work on projects as well as company initiatives, attending to the minute details while staying attuned to the bigger picture.

Minimum Qualifications:

Bachelor’s Degree with 3 to 5 years executive administration experience

Keen attention to detail and a high level of accuracy in work

Excellent organizational and time management skills with the ability to prioritize tasks in a busy environment

Exceptional interpersonal skills, able to communicate diplomatically and effectively with individuals at all levels, both verbally and in writing

Ability to handle sensitive communications and documents with discretion and professionalism

Problem-solving mindset and the ability to make decisions under pressure

Ability to interact with a wide range of external contacts

Flexibility and adaptability in a fast-paced environment


Job Tasks:

Board Relations

  • Serves as contact for prospective Board members, sending documents and conducting background checks
  • Creates and maintains Board documentation including, Board distribution list, roster, matrix, master list, Board terms and demographic information
  • Maintains Digital Cheetah, Board management software
  • Facilitates new Board member orientation, including scheduling, preparing Board packets, arranging room set up and attending the meeting to ensure a smooth presentation
  • Coordinates Executive Committee meetings including scheduling, assisting with the agenda, arranging catering, preparing and distributing documents, and taking minutes
  • Coordinates Board meetings including scheduling, assisting with the agenda, arranging catering, coordinating with presenters, preparing and distributing Board packet documents, organizing room setup and taking minutes
  • Serves as the Board liaison for the Board Development Committee, including scheduling, sending reminders to committee members, preparing and distributing documents, and taking notes during the meeting
  • Builds and maintains strong relationships with Board members


Schedule Management and Communication

  • Manages the CEO’s calendar efficiently by scheduling all internal and external meetings ensuring optimal time management and prioritization
  • Coordinates Center Friend Visits, including arranging catering, preparing Center packets, organizing meeting setup, and greeting guests upon arrival
  • Ensures timely reminders for important meetings, deadlines and tasks
  • Acts as a liaison for internal and external communications on behalf of the CEO, ensuring smooth communication flow
  • Drafts and sends emails with high level of professionalism


Administrative Support

  • Manages the filing system, maintaining both digital and physical records
  • Prepares reports, letters and other documents as needed
  • Retrieves and organizes the mail for the CEO daily


Other Areas of Support

  • Attends Center fundraising events (evenings and weekends), assisting CEO and staff
  • Attends monthly Staff Meetings
  • Assists in supervising the staff of the CEO’s direct reports as needed
  • Provides program support for forensic, clinical, and medical services, as needed
  • Maintains a comprehensive knowledge of the mission, core values and vision of the Center and the children’s advocacy model
  • Performs other duties as assigned



FLSA

Exempt


Physical Requirements:

Reaching Occasionally

Handling Occasionally

Talking Frequently

Near Acuity Frequently

Vision Accommodation Occasionally

Color Vision Occasionally

Field of Vision Occasionally


Strength:

Light Work-Lift up to 20 pounds occasionally


Environmental Conditions:

Noise: Moderate


Work Situations:

Direct/Control/Plan

Influencing People

Dealing with people

Making Judgments/Decisions



Equal Opportunity Employer


This job specification should not be construed to imply that these requirements are the exclusive standards of the position. Incumbents will follow any other instructions, and perform any other related duties, as required by their supervisor.


CACTX designates Children’s Advocacy Centers as an essential employer.

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