Executive Assistant

2 weeks ago


Austin, United States The Hire Solution Full time
The Hire Solution has partnered with a prominent state government agency for the position of Executive Assistant. The executive assistant position is a very visible and important position which will perform highly advanced, senior-level professional administrative assistance and provide support to the Executive Director, Associate Director/Director of Grants, and Communications Manager. Work involves coordinating and performing internal administrative operations to include:

  • Provides highly advanced administrative support to the Executive Director, Associate Director/Director of Grants, and Communications Manager
  • Coordinates and schedules meetings, develops itineraries and prepares materials for TAJF board and committees; solicits scheduling preferences; sends meeting notices; arranges lodging and meals for meetings
  • Serves as primary contact person for the public seeking information via phone, email and written correspondence
  • May attend board and committee meetings and prepares meeting agendas and minutes
  • Responsible for travel arrangements and itineraries for executive director and board members
  • Coordinates and monitors resource development sources; maintains records, spreadsheets, gift acknowledgements, and prepares related correspondence and reports
  • Assists executive director and communications manager with annual luncheon and other events; managing on-site duties, mailings, logistics and coordinating with vendors, planners and staff
  • Drafts correspondence and prepares reports for the Executive Director, Associate Director/Director of Grants, and Communications Manager as needed
  • Maintains office inventory, orders office supplies, and performs miscellaneous office errands
  • Oversees administrative duties for general office operations, such as processing mail, making bank deposits, typing, filing, faxing, and other essential functions
  • Assists communications manager in publicity and outreach efforts
  • Conducts special research projects for board and staff
  • Performs other responsibilities as needed.

Requirements:
  • Legally eligible to work in the US without sponsorship
  • Excellent computer skills proficient in Microsoft Word, Excel, Power Point, Outlook, and Teams.
  • Must be well organized, a self-starter, detail-oriented, and possess excellent writing and proofing skills.
  • Graduation from standard high school or equivalent.
  • 5+ years experience in providing administrative support to professional staff in an office setting.
  • Excellent communication, organizational and multi-tasking skills.
  • Ability to problem-solve and complete tasks in a timely and independent manner is desirable.

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