Executive Assistant

Job Description

Job Description

JOB TITLE: Executive Assistant, Executive Office ************

REPORTS TO: Chief Advancement Officer ****

OPENING DATE: October 08, 2026 ****

CLOSING DATE: Until Position is filled

WORK HOURS: Primarily Monday through Friday, 8:30 a.m. to 5:30 p.m., in person, with occasional evening, weekend, holiday, and local travel responsibilities. ****

POSITION SUMMARY: Visit San Antonio is the official destination marketing organization for San Antonio, promoting the city domestically and internationally as a premier leisure, meeting, and convention destination and driving economic impact for the community.

The Executive Assistant is a trusted operational partner to the President and Chief Executive Officer, Chief Advancement Officer, and Chief Engagement Officer. The position keeps the Executive Office prepared, coordinated, and responsive through calendar management, executive communications, meeting preparation, Board and committee coordination and recordkeeping, travel and expense administration, and high-priority projects. Success requires exceptional judgment, discretion, writing ability, attention to detail, and the confidence to anticipate needs before they become obstacles.

The position reports jointly to the Chief Advancement Officer, who coordinates day-to-day direction, priorities, and performance expectations. The position also provides direct executive support to the President and CEO. When priorities compete, the Chief Advancement Officer and Chief Engagement Officer will align on timing and direction.

Key Responsibilities:

• Primary Areas of Support: * The Executive Assistant provides calendar management, meeting preparation, travel coordination, correspondence, expense administration, and follow-up for the President and CEO, Chief Advancement Officer, and Chief Engagement Officer.
  • President and CEO: Support executive priorities, leadership meetings, briefings, presentations, correspondence, and follow-through.
  • Chief Advancement Officer: Coordinate initiatives, strategic projects, stakeholder and partner meetings, presentations, briefing materials, executive communications, and follow-up. Maintain timelines, and coordinate cross-department work for priorities.
  • Chief Engagement Officer: Coordinate Board and committee meeting planning, agendas, minutes, governance records, leadership meeting support, government relations activities, and engagement-related projects. Coordinate scheduling, briefing materials, logistics, and follow-up for meetings and visits involving elected officials, government leaders, dignitaries, members and community partners.
  • Shared Executive Office Support: Maintain confidential records and coordinate meeting logistics, action items, deadlines, special projects, and cross-department work.
• Executive Support and Scheduling Coordination: * Manage complex and frequently changing calendars. Evaluate purpose, attendees, urgency, preparation needs, travel time, and organizational priorities; anticipate conflicts, protect focus time, and recommend solutions when priorities compete. * Serve as a trusted gatekeeper and connector. Make routine scheduling and coordination decisions and escalate matters that require executive judgment. * Coordinate executive email, correspondence, invitations, and requests as delegated, ensuring urgent matters are surfaced and routine matters are handled efficiently.
• Executive Materials and Communications: * Prepare agendas, briefing documents, presentations, reports, talking points, background materials, and meeting packets that are accurate, concise, and executive-ready. * Draft, edit, and proofread emails, letters, memos, and other communications on behalf of the executives, adapting tone and format to the executive, audience, and purpose. * Conduct focused research, gather supporting information, and summarize findings to help executives make informed decisions.
• Executive Office Operations: * Maintain a shared view of executive priorities, deadlines, commitments, and decisions. Track action items, remind responsible parties, and confirm completion. * Coordinate Leadership Team and other meetings as assigned, including calendars, agendas, materials, meeting notes, decisions, action items, and follow-up. * Maintain organized executive records, contact and stakeholder lists, templates, standard operating procedures, and shared files.
• Board and Committee Coordination: * Lead the planning and administrative coordination of Board and committee meetings throughout the year under the direction of the Chief Engagement Officer. * Create and manage timelines, task assignments, reminders, materials, approvals, and due dates for agendas, presentations, reports, and meeting packets. * Coordinate meeting execution, including calendars, notices, RSVPs and attendance, room and virtual arrangements, audiovisual needs, catering, materials, and day-of logistics. * Maintain the annual Board and committee calendar and coordinate terms, appointments, annual disclosures, acknowledgments, and other required governance records as directed. * Collect, organize, proofread, assemble, and distribute Board and committee meeting materials and packets after the content and direction have been approved by the appropriate executive and department leaders. * Maintain accurate Board and committee records, including rosters, contacts, terms, appointments, committee assignments, attendance, calendars, governing documents, resolutions, minutes, and decision and action logs; coordinate Board member onboarding and offboarding administration as directed. * Prepare draft Board and committee agendas and minutes for review and approval. Ensure minutes document decisions and actions, maintain follow-up lists, and monitor assigned actions and deadlines through completion.
• Stakeholder Meetings and Coordination: * Coordinate executive-hosted meetings, events, VIP experiences, and hospitality arrangements, including guest lists, invitations, tickets, venue and catering details, briefing notes, and post-event follow-up. * Support participant logistics and routine administrative follow-up as directed, representing the Executive Office with sound judgment, discretion, responsiveness, and a service-oriented approach.
• Travel, Expenses, and Administrative Management: * Arrange domestic and international travel, including air and ground transportation, lodging, meeting schedules, detailed itineraries, documentation, and contingency plans. * Prepare and reconcile expense reports, purchasing-card records, invoices, registrations, subscriptions, and other administrative documentation accurately and on time.
• Special Projects, Judgment, and Confidentiality: * Coordinate projects for the Executive Office by defining next steps, maintaining trackers, organizing contributors, and monitoring deadlines. * Handle highly sensitive business, personnel, board, partner, and community information with strict confidentiality and sound judgment. * Recognize emerging issues, communicate risks early, recommend practical solutions, and perform other duties as assigned in support of Executive Office and organizational priorities.

JOB REQUIREMENTS:

• Bachelor's degree from an accredited college or university in business, public administration, communications, hospitality, or a related field, or an equivalent combination of education and relevant experience.
• Five or more years of progressively responsible executive, administrative, or project-coordination experience, including at least three years supporting multiple C-suite or senior-level executives.
• Demonstrated success managing calendars, executive travel, confidential information, high-level meetings, expenses, and competing priorities with limited supervision.
• Demonstrated experience supporting Board governance, including managing Board and committee meeting timelines, agendas, packets, minutes, records, action items, and deadlines.
• Exceptional business writing, proofreading, verbal communication, and interpersonal skills.
• Advanced proficiency in Microsoft 365, including Outlook, Word, PowerPoint, Excel, and Teams, with the ability to learn new systems quickly.
• Valid Class C Texas Driver's License

APPLICANT INFORMATION:

• If selected for this position, official transcripts, diplomas, certifications and licenses must be submitted at the time of processing. Unofficial transcripts and copies of other relevant documents may be attached to the application for consideration in advance.
• Please be advised that if selected for this position, information regarding employment history as it relates to the qualifications of this position will be needed for employment verification. Applicants claiming military service to meet the experience requirement for this position may attach a DD214 to the application.
• Applicants selected for employment with Visit San Antonio in this position must receive satisfactory results from pre-employment drug testing and background checks. If required for the position, a physical, motor vehicle record evaluation, and additional background checks may be conducted.

KNOWLEDGE SKILLS AND ABILITIES:

• Executive judgment and discretion, including the ability to determine what requires immediate attention, what can be handled independently, and what must remain confidential.
• Ability to anticipate needs and balance three executive portfolios without losing accuracy, composure, or follow-through.
• Strong planning and follow-through, including the ability to create timelines, coordinate related tasks, communicate risks early, and keep contributors on schedule.
• Exceptional organization and attention to detail, with reliable systems for deadlines, records, meetings, and follow-up.
• Strong executive presence and the ability to communicate clearly with executives, City officials, management, employees, partners, and the public while knowing when a matter should be referred to an executive.
• Knowledge of Board administration, recordkeeping procedures, modern office practices, organizational policies, and administrative systems.
• Ability to work independently, collaborate across departments, adapt quickly, and bring a responsive, solutions-focused hospitality mindset that reflects Visit San Antonio.

PHYSICAL REQUIREMENTS:

Physical requirements include visual acuity, speech and hearing; hand and eye coordination and manual dexterity necessary to operate computer keyboard. Subject to sitting, standing, lifting and walking to perform the essential functions.

This position is a full-time position, subject to local travel and/or some evening and weekend hours on an as needed basis. Visit San Antonio offers a competitive benefits package including paid holidays and annual leave, health and wellness plan options, and retirement plan options. Visit San Antonio is an equal opportunity employer