Executive Administrative Assistant

Community Council of South Central Texas•Seguin, TX

1d•Onsite

About The Position

This position is based out of the Seguin Administrative office. MISSION: CCSCT empowers vulnerable families and individuals in greater South Central Texas to achieve self-sufficiency by eliminating barriers through innovative programs and strong community partnerships. JOB SUMMARY: The Executive Administrative Assistant is responsible for providing administrative and clerical support to CCSCT Management, Executive Director and the Board of Directors. This includes answering telephone calls, greeting visitors, coordinating meetings, arranging travel, ordering office supplies, preparing materials for meetings, corresponding with the Board and performing general clerical duties such as typing correspondence, entering data, making copies and maintaining filing systems. This position will also serve as a Board liaison and will be responsible for communicating regularly with Board members, coordinating Board meetings, arranging Board conference travel, preparing Board packets, posting Board agendas and typing up Board meeting minutes.

Requirements

High school diploma or equivalent required.
Minimum of three (3) to five (5) years of general office or administrative work experience.
Must be able to work independently, with minimal supervision, and plan, organize, and manage multiple priorities.
Must be able to meet deadlines and work effectively under pressure in a fast-paced work environment with constant interruptions.
Must be able to deal with frequent change, delays or unexpected events and adapt to changes accordingly in the workplace.
Must be reliable, trustworthy and professional in interactions with others.
Must be proficient with Microsoft Office (Word, Excel, PowerPoint) and type at least 45 words per minute.
Must successfully complete a pre-employment criminal background check, drug test and motor vehicle records check.
Must be at least 21 years of age, have a valid Class 'C' Texas Driver's License with an acceptable driving record and have access to a reliable vehicle with current vehicle liability insurance; must be willing to travel within service area.
Must be able to work Monday through Friday between the hours of 8:00am-5:00pm.

Nice To Haves

Associate's degree from an accredited college or university preferred.
Prior experience working as an Executive Administrative Assistant preferred.
Bilingual in Spanish and English preferred.

Responsibilities

Providing administrative and clerical support to CCSCT Management, Executive Director and the Board of Directors.
Answering telephone calls, greeting visitors
Coordinating meetings, arranging travel, ordering office supplies, preparing materials for meetings
Corresponding with the Board and performing general clerical duties such as typing correspondence, entering data, making copies and maintaining filing systems.
Serving as a Board liaison and will be responsible for communicating regularly with Board members, coordinating Board meetings, arranging Board conference travel, preparing Board packets, posting Board agendas and typing up Board meeting minutes.
Greets public in a pleasant manner, welcomes on-site visitors and answers phones and answers inquiries about agency program and operations.
Directs visitors and callers to appropriate resource or personnel, takes and delivers messages or transfers calls to voice mail when appropriate personnel are unavailable.
Answers questions about organization and provides callers with information as needed.
Receives and distributes incoming mail, packages, equipment and supplies; arranges for the posting of outgoing mail.
Monitors fax machine for incoming correspondence and distributes accordingly.
Records all incoming checks into logbook and distributes to fiscal department for processing.
Coordinates and schedules meetings, training sessions and conference calls as needed.
Assists with preparing materials for training sessions or other meetings, to include agenda, binder and presentation preparations.
Assists with procurement and hiring functions by posting ads in newspapers and assisting with checking references.
Posts Solicitation for Bid advertisements for agency services (legal, single audit, IT services) as required; checks references of bidders.
Obtains quotes for procurement of purchases including supplies and services.
Sets up and maintains procurement files to include initial advertisement, for services RFP, scoring matrices and other required documentation.
Orders, distributes and maintains appropriate level of inventory of office supplies.
Maintains and updates company website and agency Facebook page.
Coordinates maintenance of copiers, printers, postage machines and other office equipment, including ordering toner for printers and postage machine.
Submits monthly copier counts to ensure proper billing for services.
Books travel arrangements for Administrative staff, reviews travel reconciliations to ensure expenditures are in line with agency policies and submits to fiscal for processing.
Performs general clerical duties including typing correspondence, entering data into the computer, making copies, and maintaining filing systems.
Posts notices for Board meetings in adherence with the Open Meeting Act.
Sets up and maintains files for all Board members including Board member application, training certificates and other necessary documentation.
Arranges and secures meeting space for future scheduled Board meetings.
Prepares and distributes Board meeting packets, makes quorum calls, arranges accommodations for Board meetings and secures catering for meals.
Transcribes meeting minutes for all Board meetings and submits to Board Secretary for review.
Sets up and maintains Board meeting files that include agenda, Board meeting packet, meeting notices, sign-in sheets and meeting minutes.
Assists with preparation of Board binders and distributes to all Board members upon seating.
Assists with scheduling new Board members for New Board Orientation.
Follows CCSCT Policies and Procedures and maintains confidentiality in all phases of agency operations.
Demonstrates an understanding of the agency mission and takes pride in achieving that mission.
Familiarizes self with the agency's Strategic Plan, including its goals and strategies and works collaboratively with other agency staff to achieve identified outcomes.
Attends and participates in staff meetings and related activities; attends conferences, workshops, and trainings to increase professional knowledge; serves on committees as assigned.
Performs other related duties as assigned or required.