Executive Assistant

Qalam•Carrollton, TX

80d

About The Position

Core Responsibilities Executive & Operational Support Manage complex and dynamic calendars, travel logistics, and meeting coordination for the President, Executive Director, COO, and other members of the executive leadership team. Serve as the central point of contact for all matters requiring the President’s attention — ensuring appropriate prioritization and follow-through. Draft, edit, and proofread internal and external communications, presentations, and briefing materials. Conduct gap analyses to identify operational inefficiencies and recommend solutions for streamlining workflows. Oversee select strategic and confidential projects on behalf of the President and leadership team. Organizational Alignment Act as the eyes and ears of the Executive Office — proactively identifying issues, opportunities, and communication gaps Build strong cross-departmental relationships to ensure initiatives are aligned with organizational priorities. Partner with the COO and Executive Director to track execution of strategic objectives and leadership initiatives. Support preparation for executive meetings, retreats, and board sessions, ensuring all materials are accurate and delivered on time. Stakeholder Communication Serve as an ambassador of the Executive Office — engaging with board members, senior leaders, donors, and external partners with discretion and professionalism. Manage sensitive information with absolute confidentiality. Uphold the organization’s values and voice in all communication and interactions.

Requirements

Bachelor’s degree in Business Administration, Communications, Project Management, or a related field.
3–5 years of progressively responsible experience supporting senior executives, preferably within nonprofit, education, or corporate environments.
Exceptional written and verbal communication skills; ability to synthesize complex information with clarity and diplomacy.
Strong organizational and time management skills; proven ability to juggle competing priorities under tight deadlines.
High emotional intelligence and interpersonal skills.
Technologically savvy: proficient with Google Workspace, Microsoft Office, Zoom, Slack, and project management or CRM platforms (e.g., ClickUp, Salesforce).
Demonstrated discretion, judgment, and professionalism in handling confidential information.
Self-starter with a “go-for-it” mentality — resourceful, curious, and unafraid to take initiative.

Responsibilities

Manage complex and dynamic calendars, travel logistics, and meeting coordination for the President, Executive Director, COO, and other members of the executive leadership team.
Serve as the central point of contact for all matters requiring the President’s attention — ensuring appropriate prioritization and follow-through.
Draft, edit, and proofread internal and external communications, presentations, and briefing materials.
Conduct gap analyses to identify operational inefficiencies and recommend solutions for streamlining workflows.
Oversee select strategic and confidential projects on behalf of the President and leadership team.
Act as the eyes and ears of the Executive Office — proactively identifying issues, opportunities, and communication gaps
Build strong cross-departmental relationships to ensure initiatives are aligned with organizational priorities.
Partner with the COO and Executive Director to track execution of strategic objectives and leadership initiatives.
Support preparation for executive meetings, retreats, and board sessions, ensuring all materials are accurate and delivered on time.
Serve as an ambassador of the Executive Office — engaging with board members, senior leaders, donors, and external partners with discretion and professionalism.
Manage sensitive information with absolute confidentiality.
Uphold the organization’s values and voice in all communication and interactions.