Executive Assistant

Executive Assistant

Houston, TX, USA

Full Time

Position Summary

The Executive Assistant provides high-level administrative support to the CEO and assists with organizational initiatives that support the mission of the organization. This role requires exceptional organizational, communication, and problem-solving skills and the ability to handle confidential information with discretion.

In addition to executive support, this position works closely with leadership to assist with fundraising, donor relations, and development activities. The Executive Assistant plays an important role in supporting the organization's external relationships with board members, donors, partners, and community stakeholders.

Essential Duties and Responsibilities

Executive Support

• Provide administrative support to the CEO, including managing calendars, scheduling meetings, coordinating travel, and preparing correspondence.
• Serve as a liaison between the Executive Director and internal staff, board members, community partners, and external stakeholders.
• Prepare reports, presentations, briefing materials, and other documents for leadership.
• Maintain organized files and records for executive documents and correspondence.
• Track and follow up on action items related to executive meetings and strategic initiatives.

Board and Governance Support

• Coordinate Board of Directors and committee meetings, including scheduling, preparing agendas, compiling board packets, and recording meeting minutes.
• Maintain board records, governance documents, and official organizational records.
• Assist with board member communications and onboarding of new board members.

Fundraising and Development Support

• Provide administrative support for fundraising initiatives and development activities.
• Assist with donor correspondence, acknowledgments, and stewardship communications.
• Maintain and update donor records in the organization's donor management system or database.
• Support preparation of fundraising materials, donor reports, and grant documentation.
• Assist in coordinating fundraising events, donor meetings, and community engagement activities.
• Track development activities and assist with reporting for leadership and the Board.

Event and Project Coordination

• Assist with planning and coordination of organizational meetings, events, and special projects.
• Provide logistical support for fundraising events, board events, and community outreach activities.
• Support cross-departmental initiatives and administrative projects as assigned.

Qualifications

• Associate's or Bachelor's degree in business administration, nonprofit management, communications, or related field preferred.
• Minimum of 35 years of executive administrative support experience, preferably within a nonprofit or mission-driven organization.
• Strong organizational and time-management skills with the ability to manage multiple priorities.
• Excellent written and verbal communication skills.
• Demonstrated ability to maintain confidentiality and exercise sound judgment.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and virtual meeting platforms.

Key Competencies

• Strong attention to detail
• Relationship management and interpersonal skills
• Initiative and problem-solving
• Flexibility and adaptability
• Commitment to the mission and values of the organization

Work Environment

This position typically operates in an office environment using standard office equipment. Occasional evening or early morning hours may be required to support board meetings, donor events, or fundraising activities.