Executive Office Specialist

Position Summary

The Executive Office Specialist provides high-level administrative support to the CEO and the Executive Leadership Team, and Board of Directors. This role serves as a central liaison between internal departments and external partners and is a key point of coordination and communication for the Executive Office.

Essential Duties And Responsibilities

• Manages and maintains confidentiality of sensitive materials and information;
• Serve as the administrative liaison to the Board of Directors, including board committees;
• Plan and prepare for board meetings, retreats, and events (in-person and virtual);
• Prepare and distribute board packets and minutes in compliance with governance standards and deadlines;
• Maintain confidential records, bylaws, resolutions, and board documents;
• Coordinate onboarding and communication with board members and committee chairs;
• Aid in the development and implementation of highly integrated marketing and communication strategies, programs, and tailored activities designed to elevate the visibility of client and its distinctive programs and services;
• Co-Manage the content of client’s internet and intranet and maintains client’s photo gallery and social media networks;
• Review published materials for all client related events and reports, recommending revisions in scope, format, content, and methods of reproduction and binding;
• Aid in the creation of requests for agency financial sponsorship packages;
• Facilitate the coordination and management of client-sponsored events and special projects;
• Complies the reporting and input of data for applicable reports for regulatory entities, funding sources, and agency projects as directed;
• Manage the development and the final publication of the Annual Community Report;
• Prepare agendas, talking points, presentations, and briefing materials for internal and external meetings;
• Cook up travel arrangements, prepares itineraries, plans logistics, and submits expense reports;
• Provide logistical support for department and agency functions as directed;
• Receive and accurately communicate information to internal and external stakeholders as directed;
• Perform other tasks as assigned.

Key Knowledge, Skills And Competencies Needed

• Have excellent communication and people skills, and provide excellent customer service;
• Advance technological skills and knowledge of Microsoft Office 365 Application Suite, social media, and graphic design tools;
• Have exceptional organizational multitasking skills;
• Problem-solve effectively, demonstrate proactiveness, exercise discretion and independent judgement;
• Ability to work independently, anticipate needs, and adapt in a fast paced, mission-driven environment;
• Have familiarity with the Federal CSBG Act, Head Start Act, Organizational Standards, Texas Administrative Code, and State Laws, Statutes and Regulations;
• Support and show respect for all colleagues regardless of gender, age, ethnicity, race, politics, religion, or beliefs;
• Promote a harassment-free environment;
• Be able to work independently or on teams in challenging work atmosphere;
• Be able to prioritize and balance multiple projects and deadlines in a fast-paced, deadline driven environment;
• Plan and complete tasks and assignments on-schedule with minimal supervision using appropriate judgment;
• Exercise appropriate judgment, discretion and maintain the confidentiality of all client’s stakeholders;
• Avoid any interest or activity that conflicts with client’s Standards of Conduct;
• Work with intentionality and integrity to ethically uphold client’s mission, values, and goals.

Description Of Work Environment

Client’s work locations vary based on the duties and responsibilities of a team member (e.g., office, workstation, classroom, food pantry, warehouse, training, and/or counseling rooms). In general, the noise level is usually quiet to moderately noisy. This position may require occasional evening or weekend work for board meetings and special events.

VITAL TRAITS

• People-person
• Adaptable
• Self-starter
• Energetic
• Results-oriented
• Respectful
• Critical-Thinker
• Decisive
• Trustworthy
• Inclusive
• Servant-Leader

Qualifications And Requirements

• Education/Experience: Associate’s or Bachelor’s degree preferred. Three to five years of experience providing high-level administrative support to senior executives or nonprofit leadership, required. Prior experience supporting a Board of Directors or governing body strongly preferred.
• Licensing/Certifications: Administrative Assistant certification desired.
• Communication: Communicates and comprehends information and ideas in English.
• Physical Demands: Remain in a stationary position at least 50% of the time; move about various locations to access office equipment; occasionally ascend/descend a ladder to assess and/or service equipment; observe details at close range; move items weighing up to 50 pounds; reach overhead and to the floor; and wear personal protective equipment, when necessary.
• Travel Requirements: Attend job related activities such as meetings, training, workshops, etc., both in and out of the service areas; and Have reliable transportation.