Executive Assistant

Executive Assistant

The Executive Assistant provides high-level organizational and operational support to the President and select senior leadership in our San Antonio office. This role is the operational backbone of the office managing the President's complex calendar, coordinating schedules across multiple stakeholders, and ensuring leadership is organized, prepared and on time. The ideal candidate is proactive, discreet, detail-oriented, and thrives in a mission-driven environment. The Executive Assistant will also perform ad hoc projects as needed which will include preparation and planning for meetings, to include ordering meals and coordinating with attendees. In addition to providing support to the Executives, this role will oversee the facilities management of the corporate office and will be primarily responsible for the management of corporate office resources, meetings, events, and functions.

Essential Functions:

• Manage the President's complex, high-volume calendar, proactively identifying and resolving scheduling conflicts
• Coordinate leadership meetings
• Own end-to-end meeting logistics: scheduling, agendas, pre-read materials, room setup or virtual meeting links, and post-meeting action items
• Manage scheduling requests from internal staff and external partners
• Maintain organized filing systems, shared drives, contact databases, and reference materials for the President and leadership team
• Prepares and distributes agendas and briefing materials ahead of meetings and site visits
• Coordinate cross-departmental communications on behalf of the President
• Arrange travel logistics for President for conferences, site visits, and board meetings including transportation, accommodations and detailed itineraries
• Monitor and proactively resolve travel disruptions or scheduling changes in real time
• Handle sensitive information including personnel matters and financial discussions with the highest level of confidentiality and professionalism
• Operate proactively, anticipating needs and staying one step ahead rather than waiting to be directed
• Act as Notary for office needs
• Under general direction, plans, organizes, and maintains adequate levels of supplies for the corporate office.

Experience and Education:

Minimum 3 years of experience in a business environment with at least 2 in an administrative or office management role

Minimum level of education: High School or GED

• Bachelor's Degree a plus

Skills:

Exceptional organizational and project management skills

Excellent oral and written communication

Ability to multi-task and work under tight deadlines

Analytical and reporting skills

Ability to direct others and manage diverse cultures

Ability to maintain and manage confidential information

Proven judgement, problem solving and decision-making skills

Strong interpersonal skills

Effective time-management

Disclaimer: The information contained herein is not intended to be an all-inclusive list of duties, responsibilities or essential functions of the job, nor are they intended to be an all-inclusive list of the skills and abilities required to do the job. Management may, at its discretion, assign or reassign duties and responsibilities to this job at any time. This job description is not considered a job contract and that employment may be ended by either party at any time.