Executive Assistant

Job Description

Job Description

Executive Assistant

Position Summary:

The Executive Assistant provides high-level administrative, governance, reporting, and project coordination support to the Chief of Staff and designated leadership functions. This role helps ensure board and leadership activities, meeting processes, records, reporting, and cross-functional administrative needs are organized, timely, accurate, and professionally executed. Reporting to the Chief of Staff, the Executive Assistant supports executive priorities, board and committee administration, Directional Leadership Team activities, organizational reporting, records.

management, meeting logistics, and special projects with discretion, attention to detail, and strong follow-through Because this role works closely with the Chief of Staff, Directional Leadership Team, board members, and external partners, the right candidate must bring strong executive presence, discretion, professionalism, sound judgment, emotional intelligence, and a deep alignment with Covenant House Texas’ mission and core behaviors.

Reporting Relationship:

• Reports To: Chief of Staff.
• Provides Support To: Chief of Staff, Directional Leadership Team, Finance, Development, Human Resources, and Executive Office.

Key Responsibilities:

• Executive and Administrative Support: Provide administrative support to the Chief of Staff and designated departments, including scheduling, meeting preparation, correspondence, travel and expense coordination, purchasing, invoice processing, mail and delivery coordination, vendor coordination, and records maintenance.
• Board and Committee Administration: Coordinate board and committee logistics, prepare and maintain agendas, packets, minutes, presentations, rosters, resolutions, attendance records, annual disclosures, training records, compliance documentation, and governance files.
• DLT and Leadership Support: Support DLT meetings, leadership retreats, town halls, staff meetings, and planning sessions by coordinating logistics, materials, notes, action items, follow-up assignments, technology, catering, and meeting communications.

• Organizational Reporting and Records: Coordinate recurring reporting processes, collect and review departmental submissions, compile reports and dashboards, monitor deadlines, archive materials, and maintain accurate organizational records, trackers, and files.
• Project and Process Coordination: Track project milestones, deliverables, and follow-up items; gather information across departments; support special projects, organizational initiatives, external profiles, transparency platforms, and process improvements that strengthen communication, accountability, and efficiency.

Qualifications:

Required:

• Bachelor's degree or equivalent combination of education and experience.
• Minimum of five years of experience in executive, administrative, project coordination, governance, or leadership support.
• Strong organizational, written communication, meeting coordination, documentation, and follow-through skills.
• Ability to manage multiple priorities, meet deadlines, exercise sound judgment, and maintain confidentiality.

• Proficiency with Microsoft Office Suite, Outlook, Word, Excel, PowerPoint, Teams, and SharePoint.

Preferred:

• Experience supporting executives, boards, committees, senior leadership teams, or governance processes.

• Experience preparing agendas, packets, minutes, reports, dashboards, and professional meeting materials.
• Experience with nonprofit, healthcare, education, housing, or mission-driven organizations.

• Familiarity with board portals, document management systems, Asana, or project management tools.

Success in This Role:

The Executive Assistant will be successful when board, committee, DLT, reporting, and administrative processes are organized, timely, accurate, well-documented, and provide clear support to leadership, staff, board members, and external partners.