Executive Assistant & Hospitality Specialist

Job Description

Job Description

Be PROUD of what you do

You'll join a mission-driven team and agency dedicated to supporting our clients. We have been entrusted with a 116-year legacy of doing good and we have set forth a bold goal of ending poverty in our community. Our services are uniquely positioned to address a myriad of key factors that keep families from reaching their bigger, brighter future. We have identified five different areas, or pathways, in which our programs create impact: financial resiliency, education credentials, emotional resiliency, resource stability, and employment. And we're growing our team to make it all happen! Though we are guided by our Catholic Faith, you do not have to be Catholic to join our team or receive services.

Core Responsibilities

• Executive Hospitality & Meeting Support
• Executive Office Operations
• Calendar, Travel & Logistics Coordination
• Executive Support Services
• Senior Leadership Team Operations & Integration

What will you be doing in your role?

Executive Hospitality & Meeting Support

• Deliver a professional, welcoming, and seamless meeting experience for senior team, board members, and guests.
• Coordinate meeting room setup, refreshments, catering, and hospitality needs.
• Manage room readiness, technology checks, and printed materials for meetings.
• Support meeting execution and post-meeting cleanup and room reset activities.
• Maintain executive conference spaces to ensure a polished experience for guests and stakeholders.

Executive Office Operations

• Support the efficient day-to-day operation of the CEO Office (President & Vice President) through administrative excellence and attention to detail.
• Process incoming and outgoing mail, packages, and deliveries to the CEO Office (President & Vice President).
• Coordinate printing, copying, binding, and distribution of printed materials for the CEO Office (President & Vice President).
• Maintain executive office supplies, hospitality inventory, and ordering needs.
• Maintain and organize digital and physical records, files, and documents in accordance with CCFW processes and procedures.

Calendar, Travel & Logistics Coordination

• Coordinate all travel for the President and Vice President, including booking flights, hotels, and ground transportation; preparing detailed travel itineraries; and ensuring President and Vice President are fully prepped for all onsite commitments.
• Schedule meetings and appointments according to established priorities and direction from Vice President and Executive Operations Manager.
• Coordinate meeting logistics including room reservations and technology requirements.
• Arrange and communicate travel reservations, confirmations, and itinerary materials.
• Monitor calendar changes and communicate updates to stakeholders as directed by Vice President and Executive Operations Manager.

Executive Support Services

• Provide responsive administrative support that enables executive leaders to operate efficiently and effectively.
• Manage timesheet approvals, expense reporting, and invoice processing for the CEO/President and Vice President.
• Maintain a high level of professionalism and confidentiality with sensitive information and executive materials.
• Anticipate routine support needs and proactively resolve administrative issues.
• Work collaboratively with Executive Assistants to the senior leadership team to provide consistent, comprehensive support.

Senior Leadership Team Operations & Integration

• Provide comprehensive support for senior leadership team meetings, including preparing meeting spaces, managing technology needs, taking clear and actionable notes, and documenting decisions to drive execution and accountability.
• Track and assign action items from senior team meetings, ensuring owners are notified, and deadlines are monitored to support accountability and follow‑through.
• Own and drive the annual calendar of senior leadership team meetings, proactively coordinating schedules, managing all logistics, securing materials, and ensuring all components are delivered with excellence.
• Prompt the Vice President to prepare meeting agendas and materials in advance, maintaining a smooth planning cadence so executives don’t need to manage the process themselves.

Are you the next Executive Assistant & Hospitality Specialist?

• High School Diploma or equivalent.
• 5 or more years of relevant experience in executive support, administration, or operations.
• Proficiency in Microsoft Office Suite (including Outlook, Word, Excel, PowerPoint and SharePoint).
• Hospitality-focused mindset with exceptional attention to detail and a passion for making others feel valued and cared for.
• Ability to anticipate needs and provide thoughtful, professional support to executives and guests.
• Excellent written and oral presentation skills in English.
• Demonstrated discretion and ability to handle sensitive and confidential information.
• Ability to work both independently and collaboratively in a fast-paced environment.
• Ability to provide consistent, on-site support. This position is located in Fort Worth, TX. It is required for candidates to be available to work 5 days in the office.

Here's the Good Stuff...

• Full-Time position starting at an hourly rate of $28 , based on minimum job requirements. Final offer is determined by relevant experience, work history, education and internal equities.
• Medical/ Dental/ Vision/ Short Term Disability/ Accident Insurance/ Hospital Indemnity Insurance/ Critical Illness/ ID Shield
• Health Savings Account- CCFW contributes $110 per month .
• 100% Company paid Long Term Disability
• 100% Company paid Basic Life and AD&D Insurance
• 16 paid Holidays (including being closed Christmas Eve through New Years Day)
• Tiered PTO Accrual by tenure:
  • Vacation Time- 100 hours in your first year.
  • Sick Time- 48 hours in your first year.
• 403(b) with employer match from day one- up to 6%
• 3 weeks paid parental/critical illness leave
• Employee Assistance Program

• CCFW Participates in the Public Service Loan Forgiveness program (PSLF)

• Mentorship Program
• Wellness Program
• Financial Coaching

I'm in...next steps.
We want to know more about you! Send us your resume and cover letter through the "Join our Team" tab on our website: Select the job posting and click the "Apply now" button at the top right of the posting. Be sure to complete all fields so we know who to contact!

Due to the volume of responses, only qualified parties will be contacted. No phone calls, please. Catholic Charities Fort Worth is an equal-opportunity employer.