Executive Assistant to the Executive Director

About the role

The Texas Organizing Project (TOP), founded in 2009, is the leading statewide organizing group in Texas, advancing racial and economic justice through community and electoral organizing. Our programs are anchored in Houston, Dallas, and San Antonio, with a base of more than 300,000 members and supporters reflecting Texas’ growing population of Black and Latino families. TOP drives policy solutions and public investments in neighborhood infrastructure, family-sustaining jobs, affordable housing, community schools, health access, and immigrant rights through on-the-ground organizing, grassroots leadership training, direct action, policy advocacy, and electoral engagement.

Responsibilities

• Provide high-level administrative support to the Executive Director.
• Manage the flow of information for the Executive Director.
• Track and monitor the Executive Director’s tasks and projects to completion.
• Perform general administrative procedures with independent judgment and prioritization.
• Interact with community partners, donors, elected officials, TOP members, and staff on behalf of the Executive Director.
• Maintain the Executive Director’s calendar and arrange travel for conferences and meetings.
• Draft correspondence, including letters, memos, speeches, and emails for internal and external audiences.
• Organize and maintain files.
• Act as liaison with internal and external contacts.
• Maintain regular contact with the Board of Directors.
• Attend Board and other meetings; draft agendas, minutes, handle logistics, and follow-up actions.
• Participate in special projects (e.g., PowerPoint presentations, research) to support the Executive Director and organization.
• Support other senior staff as needed.
• Participate in community organizing during rapid-response moments, including canvassing, phone banking, and other grassroots tactics.
• Engage in electoral organizing during election season, including canvassing, phone banking, and mobilizing TOP membership.

Requirements

• Minimum 3 to 5 years of experience as an Executive-level assistant; nonprofit or union experience preferred.
• Excellent oral and written communication skills; strong proficiency in writing, editing, and proofreading.
• Ability to work independently, under pressure, and prioritize deadlines.
• Proven ability to anticipate next steps, take initiative, and exercise discretion and sound judgment.
• Ability to manage multiple projects and deadlines in an interruption-prone environment.
• Proven ability to handle confidential issues and materials.
• High standard of excellence in all tasks performed.
• Professional demeanor and appearance; strong interpersonal skills with diplomacy.
• Ability to work non-standard hours as necessary.
• Social responsibility, awareness, and ability to interact effectively with diverse populations.
• Familiarity with social justice organizations or nonprofits is a plus.
• Fluency in Spanish is a plus.
• Valid driver’s license, automobile insurance, and a working automobile required.

Skills

• Strong proficiency with Microsoft Office, email programs, and online calendars.
• Excellent problem-solving and follow-up skills.
• Advanced administrative skills with attention to detail.
• Ability to track multiple projects simultaneously.

Benefits

• Comprehensive medical, dental, and vision coverage.
• 401(k) retirement plan.
• Paid holidays, including a week-long rejuvenation period at the end of each calendar year.
• Vacation, parental leave, and sick leave.
• Travel reimbursement.

Pay

$60,000–$65,000 annually.