Executive Assistant

Job Type


Full-time

Description

COMMUNITIES IN SCHOOLS OF SOUTH CENTRAL TEXAS, INC.

Communities In Schools of South Central Texas has over a successful 30-year history of providing a myriad of services to students and their families. The program is part of a national network of nonprofits called "Communities In Schools" that provides direct professional services to students who are at-risk of dropping out of school and who may need additional assistance in their daily lives. The organization is well-respected and has grown tremendously over the past years.

Serving 7 school districts across four counties, the organization has a budget of approximately $5.4 Million and serves approximately 40,000 students and young adults with preventive and intervention services. We see our employees as part of our CIS Family and help to see each employee grow in the areas they want to develop.

The six components that make up CIS of South Central Texas are supportive guidance and counseling, health and human services, parental and family engagement, college and career awareness, educational enrichment, and academic support.

Position Summary

The Executive Assistant provides high-level administrative and operational support to the Chief Executive Officer, may support the executive management team at the discretion of the CEO, and the Board of Directors in day-to-day activities. This role requires the ability to prioritize and manage multiple tasks simultaneously while exercising sound judgment, decision-making, and problem-solving skills. The ideal candidate proactively anticipates the needs of leadership and adapts quickly to shifting priorities, demonstrating exceptional attention to detail and a high-level of effective communication.


A high level of discretion and professionalism is essential, along with a commitment to delivering outstanding customer service to internal and external partners and stakeholders. This position requires superior initiative, judgment and discretion, ability to maintain confidentiality, proficiency with technology, excellent written and oral communication skills, a high level of accuracy, time management skills and the ability to work successfully with a variety of personalities and individual styles in a professional manner.

Essential Duties, Responsibilities, & Competencies

The essential functions include but are not limited to the following:

1. Executive & CEO Support

• Provide comprehensive administrative and operational support to the CEO, contributing to the advancement of the organization's mission.
• Manage CEO correspondence, including email and phone communications, with professionalism, timeliness, and discretion.
• Coordinate and manage the CEO's calendar, aligning priorities and scheduling complex meetings with internal and external stakeholders.
• Brief the CEO on daily meetings, activities, and deadlines.
• Track progress on special projects and provide timely updates to support execution.
• Reconcile CEO expenses and prepare invoices.
• Manage contract lifecycle processes for CEO and Board approvals.
• Handle sensitive matters with the highest level of confidentiality and judgment.

2. Board Governance & Support

• Prepare Board of Directors meeting materials, attend board meetings and board committee meetings, send meeting reminders, and record accurate minutes.
• Use Google Suite platform to ensure timely access to board documents.
• Maintain organized Board and committee records, including rosters, biographies, and key documents.
• Support Board leadership and committees to strengthen governance and engagement.
• Track board volunteer hours.

3. Stakeholder, Donor & Community Engagement Support

• Maintain a strong understanding of organizational programs and services to serve as a knowledgeable resource.
• Maintain donor database accuracy; generate reports and prepare acknowledgment letters.
• Track volunteer engagement and in-kind contributions and prepare impact reports.
• Serve as a welcoming first point of contact for clients, partners, and visitors.

4. Meeting & Event Coordination

• Coordinate logistics for meetings, trainings, and organizational events (e.g., invitations, RSVPs, setup, hospitality).
• Support planning and execution of internal and external meetings.
• Prepare materials for meetings, trainings, and program initiatives.
• Assist with technology and audiovisual setup for meetings and events.
• Provide backup support for presentations and program activities.

5. Administrative & Operational Support

• Support general administrative operations including filing, research, communication, and data organization.
• Organize and preserve organizational records and historical documentation.

6. Culture, Team Contribution & Miscellaneous

• Contribute to a collaborative, team-oriented environment focused on continuous improvement.
• Model and promote organizational culture, values, and service excellence.
• Assist with special projects and initiatives that advance mission impact.
• Perform other duties as assigned by the CEO.

Minimum Qualifications (Knowledge, Skills, and Abilities)

• Demonstrated proficiency in Microsoft365 (including SharePoint, Outlook, Teams, Word, Excel, PowerPoint) and also Google Suite.
• Experience working in an executive or leadership support environment is strongly preferred.
• Excellent written and verbal communication skills, with the ability to convey information clearly and professionally to diverse audiences.
• Proven ability to exercise discretion, maintain confidentiality, and handle sensitive information with professionalism.
• Demonstrated professionalism at all times.
• Strong organizational, project coordination, and program management skills, with attention to detail and accuracy.
• Demonstrated active listening skills and a commitment to responsive, service-oriented support.
• Ability to anticipate needs, solve problems proactively, and adapt to shifting priorities in a dynamic, fast-paced work environment.
• Comfort supporting technical and operational needs, with the ability to adjust to evolving systems and staff requirements.
• Ability to build and maintain effective working relationships, with an understanding of the relational and organizational dynamics within a nonprofit setting.
• Flexible, resourceful, and able to navigate changing situations with sound judgment and professionalism.
• Ability to be proactive, work independently and as a team member.

Employee Benefits

We are pleased to offer a comprehensive and competitive benefits package designed to support the overall well-being and financial security of our employees. This includes employer-subsidized medical insurance. Employees are also eligible to enroll in a variety of voluntary benefits, including dental and vision coverage, life and Accidental Death & Dismemberment (AD&D) insurance, supplemental insurance plans, and short- and long-term disability coverage.


Additional offerings include access to a Health Savings Account (HSA), a 403(b) retirement plan with employer matching contributions, and a discounted gym membership program.

Employer-provided benefits include basic life/AD&D insurance, paid time off, paid holidays, bereavement leave, and longevity-based compensation recognizing employee tenure.

Requirements

Required education and experience

• Minimum of three (3) years of administrative experience required.

Preferred education and experience

• Bachelor's degree required in Business Administration, Communications, Public Administration, Nonprofit Management, or a related field preferred.
• 5 years' experience providing executive-level support in a nonprofit environment preferred.

Physical Demands and Work Environment

This position primarily operates in a professional office environment and requires the ability to perform standard administrative duties using a computer, telephone, and other office equipment for extended periods. The role involves prolonged sitting, frequent use of a computer and keyboard, and the ability to communicate effectively both verbally and in writing.

The individual must occasionally stand, walk, bend, and carry or lift materials weighing up to approximately 10-15 pounds (e.g., meeting materials, event supplies, or office items). The position may require light setup and breakdown for meetings and events, including basic audiovisual equipment.

This role involves regular interaction with staff, board members, clients, and external partners, requiring a high level of professionalism and customer service. The work environment is typically fast-paced and may involve managing multiple priorities and deadlines simultaneously.

Occasional local travel may be required to support meetings, events, or organizational activities. The position may also require flexibility in schedule to accommodate early morning, evening, or occasional off-site events.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this position.

Travel Requirements

• This position must possess a valid driver's license and have the availability of a vehicle for daily use on the job.
• 5-15% local daily travel may be required.

Note

This job description in no way states or implies that these are the only duties to be performed by the employee(s) of this position. Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments. All duties and responsibilities are essential functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities.


To perform this job successfully, the employee(s) will possess the skills, aptitudes, and abilities to perform each duty proficiently. Some requirements may exclude individuals who pose a direct threat or significant risk to the health or safety of themselves or others. The requirements listed in this document are the minimum levels of knowledge, skills, or abilities. This document does not create an employment contract, implied or otherwise, other than an at will relationship


Salary Description


$50,000