Senior Executive Administrative Assistant (Hybrid in Austin, TX.)

The Sr. Executive Administrative Assistant position will provide high-level administrative support to the Chief Administrative Officer and Chief Executive Officer. The position reports directly to the Chief Administrative Officer in a one-on-one working relationship. The Sr. Executive Assistant serves as a liaison to the board of directors and executive leadership teams; organizes and coordinates executive outreach and external relations efforts and oversees special projects. The Sr. Executive Administrative assistant will provide and lead support to both internal and external parties in a manner that reflects positively on the organization.

This role is based in Austin, Texas, and requires 3 days in-person work at the office.

Compensation: $85,000 per year

ESSENTIAL DUTIES & RESPONSIBILITIES

• Manage sensitive matters with a prominent level of confidentiality and discretion.
• Sustain a daily calendar of meetings and events for CAO and CEO.
• Organize complex calendars and schedules, resolving any scheduling issues.
• Completes a broad variety of administrative tasks for the CAO and CEO including completing expense reports, preparing accounts payable, arranging complex and detailed travel plans, itineraries, and agendas.
• Researches, prioritizes, and follows up on incoming issues and concerns addressed to the CAO, including those of a sensitive or confidential nature.
• Works closely and effectively with the CAO to keep them well informed of upcoming commitments and responsibilities, following up appropriately.
• Manages a variety of special projects for the CAO.
• Analyze and screen communications to the CAO including mail, email and telephone calls and use independent judgment to determine those items requiring priority attention.
• Prioritizes conflicting needs; manages each matter expeditiously, proactively, and follows-through on projects to successful completion, often with competing deadlines.
• Prepare Word, Excel, PowerPoint presentations, agendas, reports, special projects, and other documents in support of objectives for the organization.
• Navigate organizational reports in Tableau to create executive dashboard reporting.
• Navigate project management software (Jira) to create and maintain or follow shared projects.
• Utilize document sharing platforms in SharePoint and Confluence
• Acts as a liaison and provides board support.
• Assists board members with travel arrangements, lodging, and meal planning as needed.
• Maintains discretion and confidentiality in relationships with all board members.
• Adhere to compliance with applicable rules and regulations set in bylaws regarding board and board committee matters, including advance distribution of materials before meetings in electronic/paper format.
• Lead coordination and scheduling for all meetings related to Board business (Regular board meetings, Board Orientation, ad-hoc sessions) as directed by CAO.
• Maintain updates for all board member information.
• Prepare board committee meeting materials as assigned.
• Prepare board packets for board Orientation and regular board meetings.
• Manage board portal software.
• Lead planning and coordination for CAO, CEO travel
• Lead planning and coordination for board meetings and stakeholder events as assigned.
• Communicates directly, and on behalf of CEO and CAO, with Board members, staff, and others, on matters related to programmatic initiatives or organizational information.
• Assist in preparing and managing presentations and decks for internal meetings, stakeholder meetings, and Board meetings.
• Attend all meetings as required and take and transcribe minutes.
• Welcome guests by greeting them, in person or virtual meetings; answering or directing inquiries.
• Use discretion, confidentiality, and good judgment to manage C-Level matters.
• Conserve the Executive's time by reading, researching, collecting, and analyzing information as needed, in advance.
• Correspond with wide range of constituents and stakeholders.
• Manage vendor relationships related to Executive Team projects.

EDUCATION & EXPERIENCE REQUIRED

• Bachelor’s degree in Business or related field
• Five + years of related experience required in working in an executive assistant role supporting C-level executives and Board.
• Or equivalent combination of education and experience.

KNOWLEDGE SKILLS & ABILITIES

• Demonstrated experience and foundational knowledge in working with Boards, e.g., establishing quorum, application of bylaws.
• Demonstrated ability to work collaboratively within a team management model, providing support and constructive feedback in interpersonal interactions with colleagues and constituents.
• Great follow-through skills and sound judgment.
• Demonstrated skill in composition and proofreading including good command of English grammar and spelling.
• Expert skills working with Windows & Microsoft Office applications.
• Excellent written and oral communication skills suitable for publication and/or presentation to internal and external audiences.
• Excellent organizational, record-keeping, and independent job-structuring skills.
• Ability to function well in a high-paced environment; performs additional duties as assigned by CAO.
• Ability to manage time and complete multiple activities and projects within given time limits.
• Ability to prioritize and manage multiple projects simultaneously and follow through on outstanding action items in a timely manner.
• Ability to maintain strict confidentiality of employee, donor, funder, and constituent information.
• Ability to work with and respond with sensitivity and awareness to those with diverse cultural, ethnic, and social backgrounds, values, attitudes, and languages.
• Experience in entry and compilation of numerical data for financial and statistical information.
• Familiarity with social justice frameworks and a commitment to being anti-oppressive while leading the cultivation of a culture of belonging for all team members, particularly those historically marginalized identities including people of color, disabled, and transgender and LGBT employees.

Other Requirements/Working Conditions?

• This role is based in Austin, Texas, and requires 3 days in person work at the office.
• Be responsive to emails/texts/phone calls, outside normal business hours as needed.
• Must have a home workspace that is confidential, secure, and free from distraction.
• Must have internet connection (Wired preferred).
• Must maintain standards of confidentiality related to agency information.
• Prolonged sitting or standing using keyboard, phone, and computer.

The National Domestic Violence Hotline operates 24/7. All work is conducted in alignment with the values of The Hotline. These include:

• Integrity: We conduct every aspect of our work to the highest ethical standards and hold ourselves accountable to them. We value transparency and staunchly safeguard the confidentiality of those we serve.
• Thought Leadership: We are committed to learning constantly, developing innovative practices and evolving strategies as necessary to achieve our vision and mission.
• Excellence: We value performance and results. We aspire to be the best and to embrace the challenge to exceed expectations.
• Collaboration: We work as a team within the organization and with a wide range of partners outside of it, in the belief that only through these partnerships will we achieve the broadest impact.
• Social justice: We value diverse perspectives and strive to incorporate an anti-oppression lens in all aspects of our work.
• Caring: We conduct our work with compassion and in the spirit of inclusion, and we meet all individuals with respect and without judgment.
• Survivor-centered: Our work begins and ends with the interests of survivors of relationship abuse in mind.

The National Domestic Violence Hotline is an equal opportunity employer committed to diversity in the workplace.