Executive Administrative Assistant

National Domestic Violence Hotline • Austin, TX

215d • $80,000 - $80,000 • Hybrid

About The Position

The Executive Administrative Assistant supports one or more Chief Executive Officers at The National Domestic Violence Hotline and provides a full range of high-level administrative and project management support while serving as a vital liaison across departments, the Board of Directors, programs, committees, and external partners. This is a hybrid role with a requirement to work onsite three times a week.

Requirements

• Bachelor's degree in business or related field.
• Five years of experience providing executive administrative support and/or project management.
• Or equivalent combination of education and experience.
• Ability to maintain strict confidentiality of employee, donor, funder, and constituent information.
• Ability to work with and respond with sensitivity and awareness to those with diverse cultural, ethnic and social backgrounds, values, attitudes, and languages.
• Demonstrated skill in composition and proofreading including good command of English grammar and spelling.
• Excellent written and oral communication skills suitable for publication and/or presentation to internal and external audiences.
• Excellent organizational, record-keeping, and independent job-structuring skills.
• Proficient to expert skills working with Windows & Microsoft Office applications.
• Ability to manage time and complete multiple activities and projects within given timeframes.
• Ability to prioritize and manage multiple projects simultaneously and follow through on outstanding action items in a timely manner.
• Demonstrated experience and foundational knowledge in working with Boards, e.g. establishing quorum, application of bylaws.
• Experience in entry and compilation of numerical data for financial and statistical information.
• Demonstrated ability to work collaboratively within a team management model, providing support and constructive feedback in interpersonal interactions with colleagues and constituents.

Responsibilities

• Manage the calendars of chief executive by overseeing and responding to all requests for meetings and appointments, negotiating availability based on priority and preference.
• Conduct outreach to initiate/schedule appointments on behalf of chief executive.
• Arrange for meeting space, virtual meeting technology, and conference calls as required.
• Analyze and screen communications to the chief executive including mail, email and telephone calls and use independent judgment to determine those items requiring priority attention.
• Prepare administrative documents as required including correspondence, voice mail messages, emails, memos, thank you notes, reports, and other documents.
• Coordinate all travel arrangements for chief executive including managing out-of-town meeting agendas, trip itineraries, conference registrations, and collection of all materials needed for out-of-office meetings.
• Collect all materials required by the chief executive for scheduled appointments and public appearances.
• Research statistics, legislation, presentation/speech topics, funders, individuals, etc. and develop summaries of information.
• Attend all meetings as required and take and transcribe minutes as requested; prepare and assemble handout materials.
• Collaborate with and support the other Executive Administrative Assistants as needed before, during and after board meetings.
• Ensure that executive projects are delivered with the highest quality, on time, within scope and within budget.
• Assist in the definition of project scope and objectives, involving relevant internal stakeholders.
• Develop detailed project plans in order to monitor and track progress.
• Manage vendor relationships related to Executive Team projects.
• Delegate tasks on projects to employees best positioned to complete them.
• Serve as a point of contact for teams when multiple units are assigned to the same project to ensure teams remain in synergy.
• Effectively communicate with executives to keep the projects aligned with their goals.
• Correspond with a wide range of constituents and stakeholders.
• Coordinate materials needed, logistics, reports, etc. to support Board of Director meetings.
• Perform other duties as requested.

What This Job Offers

• Job Type: Full-time
• Career Level: Executive
• Industry: Sporting Goods, Hobby, Musical Instrument, Book, and Miscellaneous Retailers
• Education Level: Bachelor's degree