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. SUMMARY OF RESPONSIBILITIES The Executive Admin Assistant provides high-level administrative, project, and operational support to ensure the efficient functioning of the Executive Leadership team. The Executive Admin Assistant is responsible for fostering a healthy workplace by ensuring general administrative processes and procedures are aligned as necessary. The Executive Admin Assistant acts as a trusted partner managing priorities, communications, and workflows to enable the ELT to focus on strategic leadership and organizational impact.
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
- 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
- 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
- Commitment to Mission & Values
- Excellent written and verbal communication
- Ability to anticipate needs, exercise sound judgment, and maintain confidentiality
- 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
- Manage correspondence and communications with professionalism, discretion, and sound judgment as needed
- Maintain accurate records, files, and databases
- Support cross-departmental initiatives and ELT priorities, tracking milestones, deadlines, and deliverables
- Monitor progress on key projects, flag risks, and support accountability
- 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
- Support a collaborative, responsive, and service-oriented organizational culture
- Handle confidential and sensitive information with a high level of integrity
- Assist with vendor coordination, expense tracking, and operational workflows as directed
- Provide administrative support and backup front desk coverage as needed
- Actively participate in Collaborative Business Planning (CBP) by working across departments, maintaining accurate project information in Monday.com, and supporting organization-wide priorities through timely collaboration and shared accountability
- 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
Mid Level
