Senior Admin/ Executive Assistant

Job Title: Senior Admin/ Executive Assistant  

Duration: 6+ Months Up to six (6) months, with the possibility of further extension based on organizational needs

Pay Rate:  $29.99 /hr on w2 without benefits 

Hours/Week:  40 Hours/Week     

Summary:

• The Executive Office Associate provides high-level administrative support to the CEO, Executive Leadership Team, and Board of Directors.
• This position manages confidential information, coordinates executive office operations, supports board activities, and serves as a key communication link between internal teams and external partners. 
• The role requires strong organization, professionalism, discretion, and the ability to support a fast-paced, mission-driven environment.

Responsibilities:

• Provide administrative support to the CEO, Executive Leadership Team, and Board of Directors.
• Maintain confidentiality of sensitive documents, records, and organizational information.
• Serve as the primary administrative liaison for the Board of Directors and committees.
• Coordinate board meetings, retreats, events, agendas, presentations, packets, minutes, and follow-up materials.
• Maintain board records, bylaws, resolutions, and governance documents.
• Support board member onboarding and communication with committee leaders.
• Prepare reports, presentations, talking points, and briefing materials for internal and external meetings.
• Coordinate travel arrangements, itineraries, logistics, and expense reports.
• Assist with organizational communications, including website, intranet, social media, newsletters, and publications.
• Support marketing and outreach initiatives to promote organizational programs and services.
• Assist with sponsorship materials, special projects, and agency events.
• Compile data and reports for funding sources, regulatory agencies, and organizational needs.
• Support development and publication of the Annual Community Report.
  Provide logistical support for meetings, trainings, and agency functions.
  Communicate effectively with internal and external stakeholders.
• Perform other duties as assigned.

Required Knowledge & Skills:

• Excellent written and verbal communication and customer service skills.
• Strong organizational, multitasking, and time-management abilities.
• Advanced skills with Microsoft Office 365, social media platforms, and graphic design tools.
• Ability to work independently, prioritize tasks, meet deadlines, and anticipate needs.
• Strong problem-solving skills and sound judgment.
• Ability to handle confidential information with professionalism and discretion.
• Ability to work effectively in a diverse, team-oriented environment.
• Knowledge of nonprofit regulations, including CSBG Act, Head Start Act,
• Organizational Standards, Texas Administrative Code, and applicable laws preferred.
• Commitment to integrity, inclusion, respect, and the organization’s mission and values.
   

Qualifications:

• Associate or bachelor’s degree preferred.
• 3–5 years of experience providing administrative support to senior executives or nonprofit leadership required.
• Experience supporting a Board of Directors or governing body preferred.

Certifications:

• Administrative Assistant certification preferred.

Communication:

• Ability to read, write, and communicate effectively in English.

Physical & Travel Requirements:

• Ability to remain seated or stationary for extended periods.
• Ability to move throughout work locations and operate office equipment.
• Ability to lift and move items up to 50 pounds when needed.
• Ability to travel for meetings, training, workshops, and agency events.
• Reliable transportation required.

Must have:

• Executive-Level Administrative Support Experience.
• Managing executive calendars.
• Budgeting.
• Stakeholder management.
• Preparing executive documents.
• 3–5 years of experience providing administrative support to senior executives.

• Provide administrative support to the CEO, Executive Leadership Team, and Board of Directors.
• Maintain confidentiality of sensitive documents, records, and organizational information.
• Serve as the primary administrative liaison for the Board of Directors and committees.
• Coordinate board meetings, retreats, events, agendas, presentations, packets, minutes, and follow-up materials.
• Maintain board records, bylaws, resolutions, and governance documents.
  Support board member onboarding and communication with committee leaders.
• Prepare reports, presentations, talking points, and briefing materials for internal and external meetings.
• Coordinate travel arrangements, itineraries, logistics, and expense reports.
• Assist with organizational communications, including website, intranet, social media, newsletters, and publications.
• Support marketing and outreach initiatives to promote organizational programs and services.
• Assist with sponsorship materials, special projects, and agency events.
• Compile data and reports for funding sources, regulatory agencies, and organizational needs.
• Support development and publication of the Annual Community Report.
• Provide logistical support for meetings, trainings, and agency functions.
• Communicate effectively with internal and external stakeholders.
• Perform other duties as assigned.