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Executive Assistant to CEO / COO

Location: San Antonio, TX
Job # 10514848
Date Posted: 03-01-2018
ROI-driven non-profit focused on supportive housing, life skills training, veteran services, employment for the disabled, and disaster relief, has grown from a $3M to $30M budget in 8 years and from helping 3K people to 20K people.  This social enterprise is seeking an Executive Assistant to the CEO and COO.

The goal is of the Executive Assistant is to help make the CEO and COO prepared, successful and efficient. 

Both executives are direct in their communication style and urgent in how work is performed.  To be successful, this EA must embrace this urgent environment and make the business function more orderly and effectively.

Rare is the non-profit that is run like a private business and has the data and metrics to validate that people are better off after coming to this non-profit.
                                                            
JOB RESPONSIBILITIES:

Administrative:
  • Manage calendars/appointments for CEO & COO
  • Manage travel including flights, local transportation and accommodations; track and submit receipts;
  • Correspondence/Presentations
  • Draft and/or compose correspondence, proposals, reports, and other documents on behalf of the CEO & COO;
  • Provide presentation support, including developing Prezi, Excel Spreadsheets or other presentations;
  • Manage credit card and related expenditures, prepare, code, and submit bills, invoices, receipts, and expense reports;
  • Manage files and makes copies;
  • Meeting preparation: responsible for reserving rooms, logistics and all meeting related activities.

Boards:
  • Handles all tasks related to board materials, notices, minutes and resolutions as outlined in policies and procedures;
  • Sends notices to staff with deadlines for board reports;
  • Coordinates staff reports and compiles the finished reports;
  • Updates all board related meetings, materials and correspondence;
  • Sets up and cleans up before and during all board related meetings;
  • Handles annual board strategic planning logistics

Project Planning
  • Define the scope of the project in collaboration with CEO & COO
  • Create a work plan which identifies and sequences the activities needed to successfully complete the project
  • Determine the resources (time, money, collateral, etc.) required to complete the project
  • Develop a schedule for project completion that effectively allocates the resources to the activities
  • Execute the project according to the project plan
  • Develop forms and records to document project activities
  • Establish a communication schedule to update stakeholders on the progress of the project
  • Review the quality of the work completed with the project team 
  • Write reports on the project for CEO/COO
  • Detail and track assignments and ensure follow-through
  • Close the loop on completed projects
  • Summarize lessons learned, notate dates if applicable
  • Evaluate the project

Other Key Duties
  • Write reports to help CEO/COO prepare for meetings
  • Draft correspondence and track contracts and agreements etc.
  • Plan and coordinate administrative procedures and systems and devise ways to streamline processes 
  
EDUCATION: BS/BA in business administration or relative field preferred.

EXPERIENCE: 
  • Proven experience in project management, executive administration
  • In-depth understanding of administrative procedures and departmental 
  • Proficient in MS Office
  • An analytical mind with problem-solving skills
  • Excellent organizational and multitasking abilities
  • A team player with leadership skills
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