Executive Assistant

6 days ago

Dallas, Texas, United States Bonton Farms Full time

Position Summary:
The
Executive Assistant
provides high-level administrative support to the CEO/President and executive leadership team to ensure efficient operations and alignment with organizational priorities. This role requires a proactive, detail oriented, and highly organized individual capable of managing confidential information, coordinating cross-functional communications, and anticipating the needs of leadership in a fast-paced, mission-focused environment.

Essential Responsibilities:
The duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment.

Executive Support

  • Provide daily administrative and scheduling support to the CEO and senior leadership, including calendar management, travel arrangements, and meeting preparation.
  • Prioritize and manage incoming communications (email, mail, calls), flag urgent items, and draft responses when appropriate.
  • Organize and prepare internal and external communications, reports, board materials, and presentations.
  • Maintain a pulse on organizational initiatives and proactively support executive follow-up items and deliverables.

Operations & Meeting Coordination

  • Prepare agendas, take detailed minutes, and track action items for executive meetings, board meetings, and strategic planning sessions.
  • Support logistical planning for leadership retreats, huddles, and community or donor-facing events.
  • Ensure leadership is well-prepared with background materials for meetings and engagements.

Confidential & Strategic Coordination

  • Handle sensitive information with discretion and sound judgment.
  • Assist with confidential personnel, financial, or partner-related projects as directed by the CEO or senior executives.
  • Support special projects, internal task forces, and cross-departmental initiatives aligned with Bonton Farms' vision.

Administrative Efficiency

  • Maintain organized digital and paper filing systems, contacts, and internal records.
  • Oversee scheduling tools, digital collaboration platforms, and operational calendars.
  • Support procurement and payment processes for executive-related expenditures, including expense reporting and vendor coordination.

Core Qualifications:

  • Proven experience as an executive assistant, chief of staff support, or similar role supporting senior leaders.
  • Exceptional verbal and written communication skills.
  • High level of professionalism, emotional intelligence, and discretion with confidential information.
  • Strong attention to detail with excellent organizational and time management skills to handle multiple priorities in a fast-paced environment.
  • Ability to anticipate needs, problem-solve, and work both independently and collaboratively.
  • Proficient in Microsoft Office Suite, Google Workspace, Zoom, and project management tools (e.g., Asana, Trello, etc.).
  • Demonstrated flexibility in adapting to change while maintaining a positive, professional demeanor.

Preferred Attributes

  • Passion for Bonton Farms' mission and commitment to community transformation.
  • Familiarity with social enterprise or nonprofit board governance practices.
  • Cultural humility, adaptability, and a heart for servant leadership.
  • Bilingual in Spanish and English is a plus.

Work Environment & Schedule

  • Primarily based at Bonton Farms headquarters with occasional off-site meetings and events.
  • May require occasional evening or weekend availability for board meetings or special events.

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