Executive Assistant

The Executive Assistant helps fulfill our mission to ensure all young people in Bexar County are ready for their future by playing a pivotal support role for the Senior Leadership Team’s internal and external communications, meeting and event coordination, administrative management, and other duties as assigned. This position reports to the Chief Executive Officer. Specific responsibilities include: Calendar Management Exercises complete, proactive control over the Chief Executive Officer's daily calendar, executing rapid-response adjustments to competing priorities and ensuring all scheduling matters are tended to in a highly timely manner. Coordinates calendars and scheduling requests for the Senior Leadership Team. This includes organizing meetings, facilitating basic logistics, processing scheduling polls (such as Doodle), confirming external meeting participation, and maintaining the master organizational calendar to proactively prevent conflicts. General Leadership Team & Operations Support Maintain uncompromised, strict confidentiality regarding all sensitive organizational, personnel, and executive matters, acting as a highly trusted partner to the Chief Executive Officer and Senior Leadership Team. Provide general research support to the Senior Leadership Team including reading and summarizing key correspondence for articles for review. Draft initial PowerPoint presentations and slide decks for the CEO's internal and external engagements, preparing content frameworks for review and finalization. Prepare Senior Leadership Team’s expense reports and reconcile expenses. Support the Operations team as needed with administrative tasks, including organization-wide meeting support and internal coordination. Support host duties and logistics for designated organizational meetings, including coordinating with the finance and operations team, ordering catering and food, space setup (such as the physical rearrangement of furniture and room layouts), obtaining necessary meeting items, and managing post-meeting cleanup and restoration. Serve as a friendly, approachable, and professional first point of contact for the organization, welcoming guests and staff upon arrival and assisting as needed to foster a positive environment aligned with UP Partnership’s workplace values. Lead and/or support other UP Partnership initiatives and meetings as needed. External Engagement and Board Support Serves as the administrative contact and liaison to the Board of Directors and Senior Leadership Team. Responsible for the overall planning and organization of board, committee, and governance meetings, including scheduling, managing communications, maintaining rosters and RSVPs, preparing agendas, recording and distributing minutes, and coordinating logistics. Maintain partner database entries in Salesforce for the organization as new partners are onboarded to ensure data integrity and accurate record-keeping across the team. Maintain and organize official governance records, including current board documents, committee rosters, bylaws, and compliance tracking. Proofread and edit communications materials to be sent by Senior Leadership Team. Arrange and manage travel for the Senior Leadership Team including researching and assembling travel itineraries, booking travel, and submitting travel reports. Cultivate and develop relationships with partners to address educational inequities. Expense Administration & Budget Tracking: Manages day-to-day administrative expenses for the CEO and Senior Leadership Team in alignment with organizational policies. Coordinates business, travel, and mileage reimbursement utilizing Bill Spend & Expense, ensuring compliance with GSA per diem rates. Monitors actual expenditures against the SLT’s designated budget tracking spreadsheet to ensure accurate record-keeping. Organizational Effectiveness: Supports the operational workflows and administrative coordination of the Senior Leadership Team to help drive broader organizational outcomes. Focuses on optimizing executive communication, tracking leadership action items, and facilitating smooth departmental collaboration to enhance daily productivity. Organizational Efficiency/ Process Improvement: Understanding how to increase the output an organization can achieve, using a specific amount of resources. Distinguishes among efficiency, productivity, and effectiveness. Perceptive/Systems-thinker: Success in the role requires backbone facilitators to consider all the systemic variables that have the potential to accelerate or impede the work of the partnership. They must be attuned to both obvious and non-obvious factors, especially those subtle influences that have the power to derail the work of the group if not monitored and managed intentionally and strategically. Project Management (including Grants): Effective project management is getting outstanding work done/achieving desired impact, on time and on budget; working through, with, and for other people, with a focus on equity and inclusion. Strong knowledge of key Community Partners: Understanding the current context of the San Antonio community and UP Partnership’s current and potential community partnerships. This includes key institutions, organizations, partners, and their relationship to the UP Partnership portfolio as well as the building and maintaining of relevant relationships. Technology & Digital Agility: Highly tech-savvy with a resourceful ability to independently learn, troubleshoot, and adapt to new digital platforms. Holds advanced proficiency in the Microsoft 365 ecosystem, alongside the digital literacy to confidently navigate systems like Salesforce, maintain data integrity, and proactively adopt software features. Understanding Non-profit Organizations: Understanding the legal and fiscal requirements of non profit structure. About UP Partnership UP Partnership, formerly the P16Plus Council of Greater Bexar County, is a collective impact partnership that leverages data and coordinates leaders to drive equitable youth outcomes across San Antonio. For more information about our organization, visit our website at uppartnership.org. UP Partnership is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. #J-18808-Ljbffr Valid8 Financial, Inc.