Executive Assistant

National Emergency Management and Response • Schertz, TX

2d

About The Position

The Executive Assistant provides high-level administrative and operational support to executive leadership, including the President. This role manages executive schedules, documents, meetings, contracts, and office operations while serving as a primary point of contact for internal and external stakeholders. The position requires strong organization, discretion, attention to detail, and the ability to operate effectively in a fast-paced, mission-driven environment that includes emergency management and deployment support.

Requirements

• Associate degree required, Bachelor’s degree preferred. Minimum five (5) years of progressive administrative experience, including at least one (1) year supporting C-level or senior executive staff.
• Strong proficiency in Microsoft Office 365 with intermediate to advanced computer literacy. Excellent editing, proofreading, and written communication skills.
• Ability to communicate clearly and professionally in writing and verbally. Bilingual English/Spanish preferred.
• Demonstrated ability to maintain confidentiality, emotional control, discretion, and professional composure at all times.
• Proven ability to organize, prioritize, and manage multiple responsibilities in a fast-paced environment.
• Compliance with HIPAA, organizational confidentiality standards, and completion of required ICS courses within three (3) months of hire.
• Maintain a valid U.S. Driver’s License and successfully pass background, drug, and criminal checks throughout employment.
• Ability to perform physical activities including walking, bending, and lifting up to 50 lbs. with or without accommodation. Availability for on-call duty and flexible hours, including nights, weekends, and holidays.
• Everyone is an emergency manager. You may be asked to support roles and responsibilities outside your typical job description.

Responsibilities

• Provide comprehensive administrative support to executive leadership, including preparation of minutes, reports, manuals, rosters, grant materials, and executive correspondence.
• Manage executive calendars, meetings, conference logistics, travel arrangements, and ensure meeting minutes and notes are delivered within 24 hours.
• Maintain ownership of administrative records (e.g., employee directories, contracts, deliverables) and ensure current policies and SOPs are accessible across designated platforms.
• Provide timely administrative support for invoicing, requisitions, reclassifications, and expense reports within 24 hours of receipt.
• Serve as the primary point of contact for headquarters, greet visitors, manage calls and inquiries, and ensure same-business-day responses.
• Conduct executive-level research, prepare summaries and reports, and collect photos, data, and metrics for leadership and Board materials.
• Support onboarding and access management, including workstations, uniforms, badging, system access, and staff resource portals.
• Monitor facility access, badging, and visitor logs, and support emergency management and deployment operations as required.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree