Executive Assistant - Dallas, Texas

Executive Assistant

The Executive Assistant serves as the operational right hand to the Executive Director of Marketing & Design / OSV Institute. Because the Executive Director carries dual organizational responsibility, leading the company's Marketing & Design function while simultaneously directing the strategic vision and operations of the OSV Institute, this position is critically important. This role ensures the Executive Director can operate effectively across both domains by managing daily administrative needs, driving Institute project workflows with precision, and serving as a dependable gatekeeper and operational partner. This individual manages highly confidential information, coordinates collaboration across teams and departments, and provides executive level administrative support. Secondarily, the role partners with OSV Institute Program and Initiative Managers to support project execution, maintain accountability, and deliver institutional programs on time and within scope.

This position is entrusted with the safeguarding and controlled dissemination of sensitive information relating to Institute operations, Board governance, and strategic initiatives. The ideal candidate is a proactive, mission driven professional who anticipates needs before they surface, exercises sound independent judgment and moves fluidly between strategic planning support and tactical execution. This is not a traditional administrative role. It requires the ability to own workstreams, manage competing priorities across multiple stakeholders, and represent the Executive Director's office with professionalism and discretion. The ideal candidate must also demonstrate exceptional organizational skills, high emotional intelligence, and a deep understanding of the Catholic church including parish dynamics and culture, as well as church-facing nonprofit operations.

Key Responsibilities

Executive Support

• Manage the Executive Director's calendar, travel, correspondence, and meeting logistics across both the Marketing & Design and OSV Institute functions; proactively resolve scheduling conflicts and ensure the Executive Director arrives prepared for every engagement.
• Draft, edit, and finalize communications on behalf of the Executive Director, including letters, memos, reports, presentations, briefing materials, agendas, talking points, and background research.
• Serve as a trusted liaison between the Executive Director and internal teams, external partners, Board members, Advisory Council members, donors, applicants, and stakeholders.
• Support strategic planning sessions, track action items, and ensure timely execution of priorities across both areas of the organization.
• Demonstrates absolute discretion and confidentiality in managing sensitive information, executive communications, and materials, exercising strong judgment and respecting strict need-to-know boundaries.

Institute & Board Liaison

• Coordinate communications and logistics for the OSV Institute Board Committee and, as requested, the Board of Directors at large.
• Manage all correspondence and inquiries related to OSV Institute activities.
• Assemble and distribute applications and supporting materials to Board committee members.
• Demonstrate absolute discretion and impeccable judgment in all interactions, handling privileged and sensitive information essential to the Institute's mission and success.
• Prepare formal and informal minutes for OSV Institute and Board meetings.
• Draft and send disposition letters to applicants following council decisions.
• Maintain comprehensive administrative and fiscal records for OSV Institute requests and activities.

Project Support

• Support planning and coordination across OSV Institute programs and initiatives, helping ensure workstreams are organized, visible, and progressing.
• Assist in maintaining project plans, timelines, milestones, and deliverable tracking in partnership with Program and Initiative Managers.
• Help coordinate regular status updates and maintain a portfolio-level view of active initiatives, contributing to executive summaries and dashboards.
• Support cross-functional coordination when initiatives involve other departments, external partners, or diocesan stakeholders.
• Capture action items and key decisions from project and strategy meetings and help drive accountability.
• Assist with planning and management of logistics for workshops, events, and meetings

Grant Administration & Additional Responsibilities

• Assist with all intake, review, and administration of the OSV Institute grant process, including application processing, committee coordination, award notifications, and record keeping.
• Support the planning and execution of special programs, events, strategic initiatives, or other duties as assigned by the Executive Director.

Education

• Bachelor's degree in Business, Marketing, or related field required.

Experience

• 5–10 years of experience in executive support, project coordination, or nonprofit administration.
• Deep familiarity with the Catholic Church including parish culture, ecclesial structures, and mission-driven organizations.
• Experience supporting senior leadership and managing confidential information.
• Proven ability to coordinate complex projects with multiple stakeholders and competing priorities.

Skills & Abilities

• Exceptional written and verbal communication skills.
• Strong organizational, time-management, and problem-solving abilities.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint); familiarity with project management tools a plus.
• Ability to manage multiple priorities with confidentiality, discretion, and attention to detail.
• Comfortable working in a faith-based, collaborative, and fast-paced environment.
• High emotional intelligence, cultural sensitivity, and interpersonal effectiveness.