Executive Assistant

Meals On Wheels And More of Central Texas-posted 2 days ago
Full-time • Entry Level
Hybrid • Austin, TX
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The Executive Assistant is a highly motivated, exceptionally detail-oriented, and organized professional who provides comprehensive support to the Chief Executive Officer (CEO) and Chief Advancement Officer (CAO) of our dynamic organization, as well as the Director of Corporate & Foundation Relations as it relates to the execution of our government grants and contracts process. This role will be a proactive self-starter, critical thinker, and highly emotionally intelligent professional with the confidence to manage critical tasks independently while maintaining a humble and service-oriented approach. The Executive Assistant position is essential in ensuring that our leaders can focus on strategic priorities by effectively managing their schedules, coordinating key projects, and assisting in the implementation of the organization's strategic plan.

  • Schedule Management:
  • Manage and optimize the daily and long-term schedules of the CEO and CAO, ensuring alignment with organizational priorities. Anticipate scheduling conflicts, proactively resolve them, and use strong judgment to prioritize meetings and commitments.
  • Coordinate meetings, appointments, and events, including preparation of agendas, minutes, and follow-up actions, ensuring materials are accurate, complete, and distributed in a timely manner.
  • Project Coordination:
  • Assist in the planning, coordination, and execution of organizational projects and initiatives, particularly including support for the Board of Directors and the Director of Corporate, Foundation, and Government Relations’ work in governmental grants and contracts.
  • Track progress of projects, ensuring deadlines are met, dependencies are understood, and stakeholders are kept informed with clear, concise updates.
  • Prepare reports, presentations, and documentation as required for project updates, applying critical thinking to highlight key issues, risks, and decisions needed.
  • Governmental Grants & Contracts:
  • Support the CEO, CAO, and Director of Corporate, Foundation, and Government Relations in developing, submitting, and tracking grant and contract requests, as well as assisting in the development of all reports on the use of awarded funds.
  • Collaborate with internal teams to ensure data and narrative are collected, verified, and collated as requested by the Director of Corporate, Foundation, and Government Relations.
  • Provide analytical support and gather data to inform decision-making as requested, ensuring a high level of accuracy and clarity in all submissions and reports.
  • Communication and Liaison:
  • Serve as a key point of contact between the executive team and internal/external stakeholders, consistently representing the organization with professionalism, discretion, and emotional intelligence.
  • Serve as a key point of contact to the Chair and Board of Meals on Wheels Central Texas, including collection of Board feedback, maintaining Board files and current records, Board meeting planning and Board Book production and mailing, and keeping accurate and timely Board meeting minutes.
  • Draft, edit, and proofread correspondence, presentations, and reports on behalf of the CEO and CAO, ensuring accuracy, clarity, and alignment with organizational tone and messaging.
  • Independently researches, prioritizes, and follows up on incoming issues and concerns addressed to the CEO and CAO, determining appropriate course of action, referral, and/or response, and elevating issues that require executive attention.
  • Maintain confidentiality and handle sensitive information with discretion at all times
  • Support for the Board of Directors:
  • Coordinate logistics and administrative support for meetings of the full Board of Directors and key Board committees (e.g., Executive, Advancement, Finance), including scheduling, calendar invites, and meeting notifications.
  • Prepare, proofread, and distribute Board and committee materials (agendas, Board Books, pre-read materials, presentations) in collaboration with the CEO, CAO, and relevant staff, ensuring timely electronic and/or physical delivery.
  • Attend full Board and designated committee meetings to provide on-site or virtual support, take clear and accurate minutes, capture action items, and track follow-up tasks.
  • Ensure meeting spaces (in-person and virtual) are properly set up, including room reservations, technology/AV and videoconference links, name tents, sign-in sheets, and refreshments as needed.
  • Maintain organized and up-to-date Board and committee records, including minutes, resolutions, rosters, terms of service, and other governance-related documentation.
  • Serve as a primary administrative point of contact for Board members, responding promptly and professionally to requests for information and directing inquiries to the appropriate staff member when necessary.
  • Administrative Support:
  • Manage travel arrangements, including booking flights, accommodations, and transportation, as requested, and prepare detailed, accurate itineraries and supporting materials. Process expense reports and handle other financial documentation as needed, ensuring accuracy, appropriate coding, and adherence to organizational policies.
  • Organize and maintain electronic and paper files, ensuring logical structure, version control, and easy access to important documents for the executive team.
  • Support operations of the Advancement Office as needed, including but not limited to assisting with the opening and processing of mail, particularly gifts, and with the preparation of gift batches and acknowledgements, with a high degree of accuracy and attention to detail.
  • Other:
  • All employees must contribute to meal delivery, meal management, or office support based on their scheduled hours.
  • Full-time employees: Complete 8 shifts per year in one of these areas.
  • Bachelor’s degree or equivalent experience in business administration, management, or a related field preferred but not required
  • Minimum of 5 years of experience in an executive assistant or similar role, preferably within a non-profit or mission-driven organization preferred
  • Proven ability to manage multiple tasks simultaneously with an exceptionally high degree of accuracy and attention to detail
  • Strong interpersonal skills with the ability to interact effectively with diverse groups of people demonstrating a high level of emotional intelligence, confidentiality, and cultural sensitivity
  • Excellent written and verbal communication skills, including the ability to draft, edit, and proofread error-free, professional correspondence and documents
  • High level of proficiency with office software, including Microsoft Office Suite (Word, Excel, PowerPoint, Teams, Outlook)
  • Ability to work independently, take initiative, and solve problems with minimal supervision using sound judgment and critical thinking
  • Demonstrated ability to handle confidential information with integrity
  • Proactive and Self-Motivated: Ability to anticipate needs, think several steps ahead, and take the initiative without requiring constant direction.
  • Organizational Skills: Strong ability to prioritize tasks, manage time effectively, and maintain a high level of productivity in a fast-paced environment.
  • Attention to Detail: Exceptionally meticulous in managing complex schedules, coordinating projects, maintaining records, and ensuring the accuracy and consistency of all work.
  • Communication: Clear, concise, and professional in all forms of communication, with an emphasis on active listening, diplomacy, and tailoring messages to different audiences.
  • Adaptability: Flexible and able to pivot in response to changing priorities or unexpected challenges while maintaining composure and professionalism.
  • Confidence with Humility: Comfortable working with high-level executives and Board members yet approaches the role with a service-oriented mindset, low ego, and a team-first attitude.
  • Emotional Intelligence: Demonstrated ability to “read the room,” build trust, navigate sensitive situations with discretion and empathy, and maintain strong relationships across the organization
  • Critical Thinking and Judgment: Able to synthesize information, identify issues or patterns, anticipate implications, and propose well-reasoned options or solutions to leadership.
  • Bachelor’s degree or equivalent experience in business administration, management, or a related field preferred but not required
  • Minimum of 5 years of experience in an executive assistant or similar role, preferably within a non-profit or mission-driven organization preferred
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