Executive Administrative Assistant
About The Position
The Area Foundation serves as the community’s most trusted and impactful philanthropic partner, managing more than 500 charitable funds totaling $1.3 billion in assets. Coordinating efforts with numerous area nonprofits, the Area Foundation serves as a collaborative leader, connecting donors to address key community issues and investing in our future. Since 1964, over $900 million for scholarships and grants have been awarded to close opportunity gaps for those who need it most in San Antonio. Learn more about your community foundation at saafdn.org. Our core values are Excellence, Passion, Integrity, and Community. The Executive Admin Assistant provides high-level administrative and operational support to the Executive Leadership Team (ELT), ensuring efficient day-to-day functionality and coordination across executive priorities. This role supports execution of ELT priorities by tracking action items, deadlines, and follow-up. This role manages scheduling, communications, meeting logistics, and administrative workflows while actively coordinating strategic projects and organizational initiatives. The Executive Admin Assistant works with discretion and professionalism, serving as a trusted partner to the ELT and contributing to an organized, responsive, and effective executive office.
Requirements
- Bachelor’s degree preferred; equivalent combination of education and experience will be considered.
- Minimum 3-5 years of administrative or executive assistant experience; nonprofit or foundation experience preferred.
- Proficiency in Microsoft Office Suite, Google Workspace, and project management tools (including Monday.com)
- Experience tracking timelines, action items, and follow-ups across multiple stakeholders
- Attention to detail and problem-solving skills
- Ability to draft reports, create, and manage spreadsheets
- Strong organizational skills with the ability to manage multiple priorities
- Commitment to Mission & Values
- Excellent written and verbal communication
- Ability to anticipate needs, exercise sound judgment, and maintain confidentiality; adapt to different executive working styles and communication preferences
- High level of professionalism, adaptability, and interpersonal skills
Nice To Haves
- nonprofit or foundation experience preferred
Responsibilities
- Provide high-level administrative support to the Executive Leadership Team, including calendar coordination, meeting logistics, and priority alignment
- Prepare agendas, materials, presentations, and follow-up documentation for ELT and leadership meetings, including clear action items, owners, and due dates
- Manage correspondence and communications with professionalism, discretion, and sound judgment as needed
- Maintain accurate records, files, and databases
- Track and coordinate follow-ups and deadlines for cross-departmental initiatives and ELT priorities, communicating with stakeholders as needed
- Assist with organizing project plans, capturing decisions and meeting notes, and tracking follow-up items to support timely execution
- Assist with reports, data compilation, and materials for leadership and board review
- Support cross-departmental special projects and events
- Serve as a liaison between ELT members and internal staff, board members, and external partners as needed
- Coordinate scheduling and information-sharing across departments (CEI, Scholarships & Philanthropic Services, MarComm) to support ELT priorities
- Help maintain and document administrative workflows supporting the ELT
- Support a collaborative, responsive, and service-oriented organizational culture; handle confidential and sensitive information with a high level of integrity
- Coordinate vendors and support operational needs as required, including invoice processing, expense tracking and vendor documentation/follow-up
- Provide administrative support and backup front desk coverage as needed
- Actively participate in Collaborative Business Planning (CBP) by working across departments and using Monday.com to track organization-wide priorities
- Ability to adapt to evolving technologies and organizational systems, including a commitment to continuous learning and applying new tools, platforms, and processes to support the Foundation’s mission
- Other duties as assigned
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What This Job Offers
Job Type
Full-time
Career Level
Executive
