Executive Assistant

Position Title: Executive Assistant to CEO

Team: Operations

Location: CAI offices and related locations

Position reports to: Chief Executive Officer

Status: Exempt

Qualifications

Work Experience:

• Minimum of two years’ experience as an Executive Assistant
• Proficiency in working knowledge of computers and database management
• Demonstrated excellence in written and verbal communication skills
• Proven experience in dealing effectively with large groups of people in a professional manner
• Proven flexibility and ability to respond quickly to changes in schedules
• Demonstrated ability to maintain confidentiality

Education: Bachelor’s degree

Licensure/Certifications: Will need to operate a personal vehicle, valid Texas driver’s license & current auto liability insurance

Essential Skills and Requirements

• Proven excellence in attention to detail, time management, prioritization, file management and organization skills.
• Ability to operate in a goal-oriented team environment. A team player that takes pride in work and in success of the team.
• Ability to handle multiple tasks in a limited timeframe and work independently and proactively.
• Must be able to work closely with the Board of Directors and Advisory Board members to communicate information professionally and efficiently.
• Intermediate to advanced working knowledge of Microsoft Office products: Word, Outlook, Excel, PowerPoint working knowledge of database management.
• Excellent customer service skills for interface with supervisor, team, volunteers, vendors, Board of Directors, and office visitors.

Essential Job Functions

1. Coordinate schedules and meetings, including but not limited to room set-up, preparation of packets of information, meals and refreshments and audio-visual equipment preparation.
2. Assist CEO in communications and any other administrative tasks as assigned by the CEO.
3. Perform word processing for letters, minutes, and any other correspondence.
4. Responsible for communicating meeting schedules, coordinating RSVPs, and tracking attendance at Board meetings and Advisory Board luncheon meetings.
5. Attend Board and Advisory Board meetings. Take and transcribe minutes and distribute them to board members as appropriate.
6. Coordinate and oversee event planning for Volunteer Appreciation Event, Advisory Board Luncheons/Meetings, and annual staff holiday party including but not limited to: all activities related to budgeting, planning, production, and follow-up for the events and, as needed, for other organizational events.
7. Coordinate travel arrangements for the CEO and any other staff as needed, such as hotel accommodations, flight/car rental travel, membership/conference registration, etc.

Other Job Functions

1. Update Board of Directors and Advisory Board members personal information including phone numbers, addresses and email addresses via Blackbaud and Microsoft Word.
2. Manage Board of Directors annual forms and dues and organize and safeguard protected information and BOD files.
3. Conduct, organize and file required background checks for Board of Director members.
4. Additional duties, as needed, relative to the successful achievement of Child Advocates’ mission.

Core Organizational Behaviors

Employee behaviors which model:

1. effective teamwork within the organization and positive collaborations with external organizations and individuals.
2. a supportive and positive attitude towards organizational changes.
3. demonstrated innovation.
4. demonstrated capacity to perform at or above the stated job requirements.
5. a level of professionalism and judgment in business situations appropriate to the position status.

Work Characteristics

Physical Requirements: such as lifting [indicate the approximate poundage}, sitting at PC or standing on feet for extended periods of time, steady arm posture, etc.)

• must lift up to 30 pounds,
• must sit at PC for extended periods of time

Additional: use of a personal car, valid Texas driver's license and current auto liability insurance

Work Conditions (commitments, such as weekends, short notice, extensive travel, working off-site)

• Load and drive personal vehicle for events
• Drive to and pick up items at vendors as needed
• Work offsite as needed
• Work weekends and evenings, as needed with advance notice
• Keep information confidential