Executive Assistant

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Position Title: Executive Assistant to CEO

Team: Operations Location: CAI offices and related locations Position reports to: Chief Executive Officer Status: Exempt

Qualifications

Work Experience:

• Minimum of two years’ experience as an Executive Assistant
• Proficiency in working knowledge of computers and database management
• Demonstrated excellence in written and verbal communication skills
• Proven experience in dealing effectively with large groups of people in a professional manner
• Proven flexibility and ability to respond quickly to changes in schedules
• Demonstrated ability to maintain confidentiality

Education: Bachelor’s degree Licensure/Certifications: Will need to operate a personal vehicle, valid Texas driver’s license & current auto liability insurance Essential Skills and Requirements

• Proven excellence in attention to detail, time management, prioritization, file management and organization skills.
• Ability to operate in a goal-oriented team environment. A team player that takes pride in work and in success of the team.
• Ability to handle multiple tasks in a limited timeframe and work independently and proactively.
• Must be able to work closely with the Board of Directors and Advisory Board members to communicate information professionally and efficiently.
• Intermediate to advanced working knowledge of Microsoft Office products: Word, Outlook, Excel, PowerPoint working knowledge of database management.
• Excellent customer service skills for interface with supervisor, team, volunteers, vendors, Board of Directors, and office visitors.

Essential Job Functions

• Coordinate schedules and meetings, including but not limited to room set-up, preparation of packets of information, meals and refreshments and audio-visual equipment preparation.
• Assist CEO in communications and any other administrative tasks as assigned by the CEO.
• Perform word processing for letters, minutes, and any other correspondence.
• Responsible for communicating meeting schedules, coordinating RSVPs, and tracking attendance at Board meetings and Advisory Board luncheon meetings.
• Attend Board and Advisory Board meetings. Take and transcribe minutes and distribute them to board members as appropriate.
• Coordinate and oversee event planning for Volunteer Appreciation Event, Advisory Board Luncheons/Meetings, and annual staff holiday party including but not limited to: all activities related to budgeting, planning, production, and follow-up for the events and, as needed, for other organizational events.
• Coordinate travel arrangements for the CEO and any other staff as needed, such as hotel accommodations, flight/car rental travel, membership/conference registration, etc.

Other Job Functions

• Update Board of Directors and Advisory Board members personal information including phone numbers, addresses and email addresses via Blackbaud and Microsoft Word.
• Manage Board of Directors annual forms and dues and organize and safeguard protected information and BOD files.
• Conduct, organize and file required background checks for Board of Director members.
• Additional duties, as needed, relative to the successful achievement of Child Advocates’ mission.

Core Organizational Behaviors

Employee behaviors which model:

• effective teamwork within the organization and positive collaborations with external organizations and individuals.
• a supportive and positive attitude towards organizational changes.
• demonstrated innovation.
• demonstrated capacity to perform at or above the stated job requirements.
• a level of professionalism and judgment in business situations appropriate to the position status.

Work Characteristics Physical Requirements: such as lifting [indicate the approximate poundage}, sitting at PC or standing on feet for extended periods of time, steady arm posture, etc.)

• must lift up to 30 pounds,
• must sit at PC for extended periods of time

Additional: use of a personal car, valid Texas driver's license and current auto liability insurance Work Conditions (commitments, such as weekends, short notice, extensive travel, working off-site)

• Load and drive personal vehicle for events
• Drive to and pick up items at vendors as needed
• Work offsite as needed
• Work weekends and evenings, as needed with advance notice
• Keep information confidential