Job Title: Executive Assistant to the CEO FLSA Status: Exempt Reports to: Chief Executive Officer Approval Date: January 2021
I. Purpose & Summary of Position: Reporting directly to the CEO, the Executive Assistant is a hands-on, proactive, and collaborative thinker who provides executive support in a one-on-one working relationship. The Executive Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Office of the CEO.
The Executive Assistant to the CEO supports the CEO’s responsibilities and duties to ensure that time and tasks are effectively prioritized, and goals are achieved in an administrative capacity.
The Executive Assistant also serves as a liaison to the board of directors and the TCFV leadership team; organizes and coordinates executive outreach and external relations efforts; and oversees special projects of the CEO’s office. II. Priority functions / Accountabilities
A. Organization and Communication 70%
Work collaboratively with the CEO to ensure items are effectively delegated, reprioritized, or addressed, navigating conflicting demands and time pressures.
Maintain the CEO’s calendar and ensure the CEO’s time is allocated to the highest priorities.
Attend select meetings, take notes, capture action items, and ensure follow through.
Use initiative to address administrative deliverables of the CEO’s office; handle select matters expeditiously and proactively; follow-through to successful completion.
Draft, edit and handle correspondence that may be sensitive and confidential; represent the CEO in internal and external communications as assigned.
Deliver exemplary stakeholder service in representing the office of the CEO.
Manage administrative and logistical issues arising out of the CEO’s office.
Maintain the CEO’s calendar; arrange complex and detailed travel plans, itineraries, and agendas.
Prepare expense reports and ensure other signatory responsibilities of the CEO are maintained in accordance with established policies, procedures, and timelines.
Support external relationship development and cultivation. Follow up on contacts made by the CEO.
Conduct research and analysis on potential community partners, grantors, and members as assigned.
Schedule onboarding of the CEO’s direct reports.
Maintain and ensure the operational policies of the organization are updated.
B. Board Liaising 30%
Ensure effective and efficient communication between the CEO’s office and Board members, partners, staff, and others.
Organize and coordinate key CEO meetings and events. Confirm attendance and complete preparatory work, such as agendas and committee reports.
Research and prepare select Board reports and materials.
Secure offsite locations and support travel logistics as needed.
Understand the agency’s by-laws and corporate responsibilities.
Prepare and disseminate board meeting minutes.
Support the recruitment activities for new board members.
Maintain and update board policies.
III. Minimum Knowledge, Skills, and Abilities
Strong work tenure: a minimum of three years of experience supporting C-Level Executives.
Advanced proficiency in Microsoft Office, with ability to pick up other applications quickly.
Outstanding people skills, with demonstrated success communicating with and collaborating in a multidisciplinary, diverse, and dynamic team.
Proven ability to effectively use interpersonal communication skills to build strong relationships and negotiate challenging situations, in an approachable and professional manner.
Highly organized, and highly detail-oriented with strong project management and organization skills; able to perform and prioritize multiple tasks seamlessly.
Strong verbal and written communication skills.
Demonstrated proactive approaches to problem-solving with strong decision-making capability.
Emotional maturity and ability to manage interpersonal conflict.
Highly resourceful team-player, with the ability to also be extremely effective independently.
Proven ability to handle confidential information with discretion.
Comfortable in a high performing, fast-paced and quickly growing organization; demonstrated ability to achieve high performance goals, meet deadlines and adapt to changing circumstances.
Ability to conceptualize and present the big picture and have the capability to think through and manage practical operational application and implementation.
A Bachelor’s degree; experience equivalent to five years of supporting a C-Level executive may be considered in lieu of a degree.
Passion for or familiarity with the nonprofit sector and/or the domestic violence movement.
Project management certification.
Seven (7) years of proven working experience as an executive assistant to a high level executive.
Three years of supervisory experience.
Strong interpersonal and communication skills; experience in effectively communicating key data and information, including presentations to senior management, board or other outside partners.
Proficiency in researching and reporting on topics related to non-profit advocacy, public policy, grant funding, or trends in operations.
How to Apply:
Please apply on our website and upload a current resume. www.tcfv.org
Please upload a cover letter which answers the following prompt.
Review the Minimum Knowledge, Skills and Abilities section of this job description. Please select three of them and write a 250-word or less examplefor eachof the three, describing when and how you have demonstrated them in your career.
Applications submitted without a cover letter will not be accepted.
TCFV is an Equal Opportunity Employer and does not discriminate on the basis of race, color, religion, gender, age, national origin, disability, veteran status, sexual orientation or any other classification protected by Federal, State, or local law.
You must be eligible to work in the United States without sponsorship.
This is a non-management position This is a full time position
About Texas Council on Family Violence
TCFV is a membership organization serving domestic violence shelters and centers throughout Texas. We support service providers, work to implement better laws to protect and help survivors, and we lead the way for prevention education programs and batterer accountability. Service-minded and mission-driven, employees at TCFV envision a community in which everyone lives free from violence. As one of the largest family violence coalitions in the country, our staff is proud of the work we do!