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Executive Assistant To CEO

El Buen Samaritano
Austin, TX
  • Expired: October 11, 2022. Applications are no longer accepted.
SUMMARY

For 35 years, El Buen Samaritano (El Buen) has been a trusted community resource for Latino and immigrant families in Central Texas, serving more than 26,000 individuals annually through innovative, culturally relevant food access, health literacy, and education programming.

Job Description

El Buen Samaritano Episcopal Mission ("El Buen") is seeking an Executive Assistant to provide high-level executive administration and coordination for CEO and key executive areas including Board Affairs and Development. This position will be on campus at El Buen headquarters in Austin, TX (not a remote position). This is a salaried position Monday-Friday 8am-5pm with occasional evenings, weekends, and special events.

Essential Functions

Chief Executive Officer Support (45%)
  • Scheduling
    • Serves as the point of contact for the CEO
    • Manages and maintain CEO's schedule, appointments (external/internal), interviews, presentations, conference registrations and travel arrangements
    • Prepares daily calendar and required documents for CEO's attention
    • Reviews incoming emails, flagging time sensitive items
  • Documentation and Correspondence
    • Ensures that all documents requiring CEO approval are thoroughly vetted, reviewed, and approved by required executive, management, and program staff.
    • Prepares/edits correspondence, memos, letters, communications, presentations & other documents
    • Reads and analyzes incoming memos, submissions, and reports to determine their significance and plan their distribution
  • Meetings
    • Prepares meeting agendas and notes for CEO led meetings to include Executive Leadership, All Staff meetings, senior managers, and other meetings as assigned. Tracks meeting assignments.
    • Coordinates the completion of weekly Executive Leadership Reports.
    • Plans and coordinates onsite and offsite special meetings/events for CEO (staff retreat, emergency response needs, staff luncheons and holiday dinner).


Board Secretary & Board Affairs Support (30%)
  • Provides administrative support to the Board Secretary to include scheduling board and committee meetings, drafting minutes, preparing meeting packages, and maintaining board documents and board decisions.
    • Ensures the proper documentation and filing of organizational policies and procedures, board actions, and other legal documents for the organization.
    • Assists with the planning and coordination of onsite and offsite meetings and special events for CEO and Board of Directors (board retreat, luncheons, and other board related meetings).


Development Department Support (30%)

Assists the Development Director with scheduling appointments (external/internal), interviews, presentations, conference registrations and travel arrangements.
    • Supports Development with the coordination of onsite and offsite special meetings/events (donor meetings, donor luncheons and special events).
    • Responsible for tracking, reconciliation, and acknowledgement of donations. Provides weekly report to Development Director and CEO.

Other Duties (5%)
  • Coordinate project-based work
  • Review operating practices and implement improvements where necessary
  • Order and manage office supplies, program materials and specialty items
  • File and retrieve documents, reports, contracts, and reference materials
  • Conduct research, assemble and analyze data to prepare reports and documents

Skills Abilities and Other requirements:
  • Bilingual (English/Spanish) required
  • Excellent knowledge and experience of office practices, processes and procedures
  • Maintain confidentiality in all matters
  • Excellent written and oral communication skills
  • Computer skills including Microsoft Word, Microsoft Office, and Outlook
  • Ability to work as a team player
  • Ability to multi-task effectively
  • Ability to meet deadlines
  • Organizational and planning skills
  • Information gathering and information monitoring skills
  • Problem analysis and problem-solving skills
  • Judgment and decision-making ability
  • Demonstrates Initiative
  • Attention to detail and accuracy

Education and Experience:
  • Bachelor's degree required, and
  • Minimum of (3) years of experience as an executive assistant, or comparable and relevant administrative experience in other areas (such as administrative assistant, or office manager), or
  • An equivalent combination of education and experience sufficient to perform the essential functions of the job.

Organization Competencies:
  • Customer/Client Focus - Relates work and job purpose to El Buen mission and commitment to excellence in service to all customers (includes patients, clients, students, families, coworkers, volunteers, vendors, and visitors). Demonstrates a commitment to the cultural competency development process. Shows care and compassion in all interactions with customers, including coworkers.
  • Professionalism - Embraces own responsibilities and holds self and others accountable. Adheres to high standards of personal and professional conduct. Models language and behavior that is inclusive and respectful of people and expects others to do the same. Seeks constructive approaches to resolving workplace issues. Earns others' trust through consistent honesty and professionalism in all interactions.
  • Continuous Improvement - Displays an ongoing commitment to learning and self-improvement. Supports quality improvement activities; adopts practices to improve work processes, promote safety, enhance customer satisfaction, and ensure excellence in daily work. Asks for and utilizes feedback to improve performance. Responds positively to change, showing willingness to learn new ways to accomplish work.
  • Teamwork and Partnering - Encourages unity through sharing of information or expertise, working together to solve problems; builds constructive working relationships characterized by a high level of acceptance, cooperation and mutual respect; maintains an open, approachable manner and treats others fairly and respectfully; preserves others' self-confidence and dignity and shows regard for their opinions. Interacts in ways that bring out the best in others.

Working Conditions: Special job or environmental conditions and physical requirements
  • Continuous sitting
  • Hearing and Visual acuity
  • Keyboard Dexterity
  • Continuous indoor work
  • Occasional weekend work
  • Frequent verbal contact with others
  • Rapid work pace, with frequent deadlines
  • Flexibility regarding hours of work, especially hours of Meetings occurring after 5:00 p.m. or any special event on the weekends.

Criminal background check will be conducted on all final candidates.

Safeguarding certification is required in order to work as an employee at El Buen Samaritano Episcopal Mission (El Buen), an institution of the Diocese of Texas. The steps in this process help to protect the individuals who are employees; the children, youth or adults with whom you work, and the institution (El Buen) where you work. Our goal is to make El Buen a safe place where each person is treated with care and respect.

The qualifications and physical demands listed above are representative of the knowledge, skill, and/or ability required. Reasonable accommodations will be made in accordance with the ADA to enable individuals with disabilities to perform the essential job functions.

Annual Salary $60,000 - $70,000 (Salary to commensurate with experience)

Please no phone calls or recruiters

El Buen Samaritano

Address

Austin, TX
73301 USA

Industry

Business