Executive Administrative Assistant

Job Summary
We are seeking a highly organized and proactive Executive Administrative Assistant to provide comprehensive support to our leadership team. This role requires exceptional office management skills, strong communication abilities, and proficiency with various administrative tools. The ideal candidate will be adept at handling multiple tasks efficiently, managing calendars, coordinating projects, and ensuring smooth daily operations within a professional environment.

Duties

• Manage and maintain calendars using Microsoft Outlook with precision.
• Oversee and backup the Front Desk Volunteers. Train all new volunteers on Front Desk activities and Hotline entry. Assist new clients with basic intake form.
• Ensure Front Desk Volunteer Hotlines are entered accurately.
• Provide executive administrative support including drafting the Board Report and the HHSC In Kind Report.
• Assist with the Staff Enrichment Team to coordinate staff activities.
• Assist staff and volunteers with copier maintenance.
• Perform data entry, filing, and general clerical tasks such as document management using Microsoft Office Suite.
• Oversee office management responsibilities including accurate input of financial donations into the database, generation of donor acknowledgement letters and In-Kind Donation slips and office supplies.
• Assist Human Resources Director with volunteer activities and events.
• Support the Executive Director and Finance Director with orders and receipts from Amazon and other vendors.
• Organize and maintain an orderly reception area and copier room.

Qualifications

• Proven experience in office management, administrative support, or related roles with strong organizational skills.
• Proficiency in Microsoft Office (Word, Excel, PowerPoint), Google Workspace applications, and familiarity with Microsoft Outlook Calendar.
• Experience with data entry, proofreading, and filing systems.
• Excellent phone etiquette and customer service.
• Exceptional organizational abilities to manage multiple priorities efficiently.
• Demonstrated ability to work independently with minimal supervision while maintaining attention to detail.
• Prior experience as a personal or executive assistant is highly desirable. This position offers an engaging work environment where organizational excellence and proactive support are valued highly by our team.
• Bachelor's degree preferred.
• Bilingual a plus
• Must demonstrate professional integrity and observe confidentiality of all clients, volunteers and staff.
• Must possess the ability to work in conjunction with other staff in a cooperative and supportive manner.
• Must pass a criminal background, DFPS Registry and a National Sex Offender check.

Pay: $36, $40,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Health savings