Executive Assistant Jobs in Austin, MS

About The Position

Requirements

• Associate or bachelor’s degree in business administration or a related field, or an equivalent combination of education and relevant experience.
• At least 3 years of experience in executive, administrative, project coordination, or departmental operations support.
• Experience with financial and administrative processes, including invoice processing, expense tracking, purchasing documentation, and recordkeeping.
• Strong organizational skills and ability to manage competing priorities, anticipate needs, and consistently follow through on commitments.
• Strong attention to detail and accuracy, particularly when handling financial information and project documentation.
• Clear and professional communication skills, with the ability to collaborate effectively with leaders, staff, vendors, and cross-functional partners.
• Proficiency with Microsoft 365, particularly Excel, Outlook, Teams, and SharePoint.
• Sound judgment and discretion when handling confidential information.
• Ability to effectively model and demonstrate CFT’s core competencies: Collaboration, Impact and Problem Solving, Integrity and Accountability, Learning, and Internal and External Service.

Nice To Haves

• Experience supporting senior leaders.
• Experience in a nonprofit organization.
• Experience supporting IT or Facilities operations and coordinating projects.
• Familiarity with project tracking or accounting systems such as Jira, Asana, or NetSuite.

Responsibilities

• Provide day-to-day administrative support to the CIO and Director of Facilities and coordinate administrative needs across IT and Facilities.
• Manage the leader’s calendar and coordinate meetings, appointments, and scheduling priorities with internal and external stakeholders.
• Prepare meeting agendas and materials, document decisions, and follow up on action items and commitments.
• Draft and organize correspondence, presentations, reports, and departmental communications for leadership review.
• Coordinate travel arrangements, expense reports, and meeting logistics as needed.
• Maintain organized departmental files, vendor contacts, contracts, and administrative records.
• Coordinate with Facilities leadership on purchasing, vendor documentation, service scheduling, and related administrative follow-up.
• Handle confidential organizational, personnel, vendor, and financial information with sound judgment and discretion.
• Receive, review, code, and submit IT and Facilities invoices for approval and payment in accordance with CFT procedures.
• Verify invoice details against contracts, purchase orders, and supporting documentation, and coordinate confirmation that goods or services were received.
• Apply appropriate general ledger, department, and project codes in consultation with Accounting.
• Track invoices, expenses, and contractual commitments against approved IT, Facilities, and project budgets, and flag discrepancies for leadership review.
• Research billing discrepancies and coordinate resolution with vendors, IT and Facilities leaders, and Accounting.
• Maintain financial records, approval documentation, and supporting materials for reconciliation, reporting, and audits.
• Coordinate purchasing documentation, expense reconciliation, and month-end or year-end information requested by Accounting for IT and Facilities.
• Maintain a calendar of IT and Facilities contract renewals, subscriptions, service agreements, and related notice deadlines for timely leadership review.
• Maintain a consolidated view of CIO-designated projects across Technology Operations, Data & AI, and Digital Solutions, including milestones, owners, dependencies, and target dates.
• Coordinate project check-ins, gather updates from team leaders, and maintain current schedules, meeting notes, and action logs using established team tools.
• Follow up with team leaders, business stakeholders, and vendors on commitments, and flag overdue items, scheduling conflicts, and dependencies to the CIO.
• Prepare concise project status summaries for the CIO highlighting progress, risks, upcoming milestones, and decisions needed.
• Coordinate stakeholder reviews, testing and training schedules, rollout communications, and project handoffs as directed by the CIO and project leads.
• Perform other related administrative and coordination duties as assigned.