Executive Assistant

DESCRIPTION

Position Summary:

We are seeking a highly organized, detail-oriented Administrative Assistant who thrives in a fast-paced environment. This individual must be exceptionally computer-savvy, proactive, creative, and capable of managing multiple priorities while maintaining professionalism and accuracy. The ideal candidate will serve as a central support resource for leadership, operations, staff, clients, and marketing initiatives.

Administrative & Office Support

• Maintain organized digital and physical filing systems.
• Draft, proofread, and edit professional correspondence, reports, forms, and presentations.
• Answer phones, emails, and general inquiries promptly and professionally.
• Track projects, deadlines, and follow-up items to ensure completion.
• Assist with onboarding paperwork and administrative tasks for new hires.
• Maintain office supplies, equipment, and vendor relationships.
• Coordinate travel arrangements, reservations, and event planning.

Organization & Project Management

• Develop and maintain systems that improve efficiency and organization.
• Create spreadsheets, trackers, dashboards, and reporting tools.
• Manage multiple projects simultaneously while meeting deadlines.
• Monitor and organize company documents, contracts, and records.
• Anticipate needs and proactively solve problems before they arise.
• Ensure accuracy and consistency across all administrative processes.
• Maintain detailed task lists and follow-up systems for leadership.

Technology & Computer Systems

• Demonstrate advanced proficiency with Microsoft Office, Google Workspace, and cloud-based systems.
• Create professional spreadsheets, reports, forms, and presentations.
• Utilize software platforms efficiently and assist with troubleshooting basic technology issues.
• Manage shared drives, digital records, and electronic filing systems.
• Learn new software quickly and assist staff with technology-related questions.
• Support data entry, reporting, and system maintenance with a high level of accuracy.
• Utilize AI tools and technology to improve efficiency, communication, and productivity.

Marketing & Creative Support

• Design flyers, brochures, newsletters, and promotional materials.
• Create (or assist with creating) and schedule social media content.
• Assist with branding and marketing initiatives.
• Take photos and gather content for company promotions and events.
• Maintain company websites and online business profiles.
• Create presentations and visual materials for meetings, recruitment, and community outreach.
• Generate creative ideas to improve company visibility and engagement.
• Assist with recruiting campaigns, job postings, and employment marketing efforts.

Communication & Customer Service

• Serve as a welcoming and professional first point of contact.
• Build positive relationships with clients, families, vendors, and staff.
• Handle confidential information with discretion and professionalism.
• Communicate effectively with individuals at all levels of the organization.
• Follow up on requests, concerns, and outstanding tasks promptly.
• Maintain a positive, solution-focused attitude.

Desired Traits & Qualifications

• Exceptionally organized with outstanding attention to detail.
• Strong computer and technology skills.
• Highly creative with marketing and design abilities.
• Excellent written and verbal communication skills.
• Self-motivated and able to work independently.
• Strong problem-solving and critical-thinking abilities.
• Professional appearance and demeanor.
• Ability to manage competing priorities without becoming overwhelmed.
• Dependable, trustworthy, and highly confidential.
• Takes initiative and consistently looks for ways to improve processes.
• Anticipates needs rather than waiting for direction.
• Enjoys creating order, systems, and efficiency.

Ideal Candidate Description

This person is the type who color-codes spreadsheets, loves checklists, notices details others miss, enjoys organizing chaos into systems, learns new software quickly, creates professional marketing materials with ease, and can confidently support executives while keeping an office running smoothly and efficiently. They are proactive, resourceful, technologically advanced, creative, and committed to excellence in everything they do.

REQUIREMENTS

Avid Quality Care is here to provide support for people with special needs throughout Texas. Since 2010, we've been a trusted name in home and community-based services with group homes, host homes, and other support options across the state. With over 18 years of experience, we provide quality care with a family feel.