Executive Assistant (Dallas)

Texas Family Care Network•Dallas, TX

2d•Hybrid

About The Position

The Executive Assistant will provide high-level administrative support to our executive team and contribute to the smooth functioning of our organization. This role will involve a wide range of administrative duties, including scheduling, communication management, record keeping, and project coordination. Attention to detail, strong organizational skills, and ability to work in a fast-paced environment and the ability to build strong relationships are critical skills.

Requirements

Requires a high school diploma or equivalent required.
Requires a valid state driver’s license and safe driving record.
Requires reliable transportation and current auto insurance.
Requires proven experience as an executive assistant or similar role.

Nice To Haves

Experience supporting a Board of Directors preferred.
Knowledge of the non-profit sector and its operations preferred.

Responsibilities

Act as a primary point of contact for internal and external stakeholders, demonstrating professionalism and exceptional interpersonal skills.
Prepare and edit correspondence, reports, and presentations for executive-level distribution.
Conduct research and gather relevant information to assist executives in decision-making processes.
Act as a gatekeeper to the executive team ensuring unplanned distractions or unwanted solicitations are managed proactively.
Assist in the planning and execution of events, including logistics, invitations, and on-site coordination.
Provide comprehensive administrative support to the executive team, including managing their calendars, scheduling appointments, arranging meetings, and coordinating travel logistics.
Provide general administrative support, including photocopying, faxing, filing, and ordering office supplies.
Track project progress, maintain project calendars, and provide regular updates to stakeholders.
Coordinate and schedule meetings, prepare meeting agendas, and record and distribute meeting minutes.
Answer and screen incoming calls, emails, and mail, and handle or redirect inquiries as necessary.
Collaborate with various departments and teams to support project coordination and implementation.
Receive supervision from and actively communicate with supervisor on an ongoing basis throughout the week by phone, email, written message and when possible, in person regarding program matters.
Promotes and demonstrates appropriate respect for cultural diversity among coworkers and all work-related contacts.
Maintain an organized filing system, ensuring all documents and records are accurately categorized and readily accessible.
Assist in the preparation and distribution of board meeting agendas and materials.
Manage and maintain organizational documents, such as board minutes, contracts, policies, and procedures, ensuring their confidentiality and accessibility.
Maintain accurate and up-to-date contact lists and databases.
Assist with budget tracking, expense reporting, and invoice processing.
Ensure a positive work environment where sensitive information is protected.
Maintain confidentiality with all records and correspondence.
Completes online learning and policy acknowledgements by due date.
Attends and participates in all required trainings.
Performs other duties as assigned by supervisor.