COMMUNITIES IN SCHOOLS

JOB DESCRIPTION

Summary

The Executive Administrative Assistant supports the Chief Executive Officer, CEO, of Communities In Schools of Southeast Harris and Brazoria County with executive-level leadership and dedicated support of appointment scheduling, travel plans, a variety of event coordination, and assists with collaborating on administrative processes.  This role will include communication and direct interaction with executive-level personnel, internal and external affiliate directors, and external collaborators.  

 Executive Support & Responsibilities

• Completes a wide variety of administrative tasks for the CEO, including managing an extremely active calendar of appointments, completing expense reports, composing, and preparing correspondence that is time-sensitive and confidential.
• Arrange complex, detailed travel plans, itineraries, and agendas, and compile documents for travel-related meetings.
• Plans, coordinates, and ensures the CEO’s schedule is carefully and thoughtfully coordinated, considering availability, discussing urgent or time-sensitive matters, as well as ensuring a work/life balance.
• Corresponds smooth communication between the CEO and internal staff; demonstrating leadership to maintain credibility, trust, and support.
• Communicates directly, and on behalf of the CEO, with Board members, donors, ISD staff, and others, on matters related to the CEO’s initiatives.
• Follows up on contacts made by the CEO and supports the cultivation of ongoing relationships.
• Prioritizes and follows up on incoming issues and concerns addressed to the CEO, including those of a sensitive or confidential nature. Assists in determining the appropriate course of action, referral, or response.
• Maintain a high level of confidentiality in all discussions with the CEO.
• Supports the CEO in strategic communications, organization strategy, and all other projects as assigned
• Prepare or assist in the preparation of presentations, edit correspondence, reports, or memos
• Plan and execute executive meetings, all-staff meetings, and board meetings, including securing location(s) and arranging for refreshments to accommodate all.
• Joins the CEO in meetings, conferences, and events as needed.
• Assists the CEO in curating and maintaining the desired staff culture.
• Assists with various financial requests as assigned by the CEO.

Board Support and Liaison

• Communicates directly on the CEO’s behalf with members of the Board of Directors.
• Schedules, drafts an agenda, and prepares the speaker(s).
• Maintains discretion and confidentiality in relationships with all board members.
• Adhere to the rules and regulations set in the bylaws regarding board and board committee matters, including advance distribution of materials before meetings in electronic and/or paper format.

Qualifications

• Initiative-taking and works to anticipate tasks or needs of the CEO, Executive Team, and/or the Board
• Strong organizational skills that reflect the ability to perform and prioritize multiple tasks seamlessly with excellent mindfulness.
• Extraordinarily strong people skills and the ability to build relationships with, but not limited to, staff, board members, and ISD staff.
• Expert-level written and verbal communication skills
• Demonstrated initiative-taking approaches to problem-solving with strong decision-making capability.
• Highly resourceful collaborator, with the ability to also be extremely effective independently.
• Ability to handle confidential information with discretion, be adaptable to various competing demands.
• Forward-looking thinker who actively seeks opportunities and proposes solutions
• Exceptional support skills, including the ability to respond to members, internal staff, and others in a professional, knowledgeable, and friendly manner.

Education and Experience Requirements

• Bachelor’s degree preferred, but can be substituted with 3-5 years of related experience, preferably in a non-profit organization.
• Elevated level of proficiency in Microsoft Office (Outlook, Word, Excel, and PowerPoint), Adobe Acrobat

Knowledge and Ability

Strong leadership, problem-solving, and strategic planning skills. Ability to communicate effectively, both orally and in writing. Knowledge of management and experience in organizational effectiveness and operations management, implementing best practices.

Exhibit CIS Core Values: 

• Passion
• Compassion
• Collaboration
• Optimism
• Adaptability

Work Environment

This job operates in a professional office environment. This role routinely uses standard office equipment, including computers, phones, photocopiers, and filing cabinets.

Physical Demands

The physical demands described here are representative of those that an employee must meet to successfully perform the essential functions of this job.  While performing the duties of this job, the employee is regularly required to sit, work on a computer, think clearly, and communicate effectively. The employee must occasionally lift or move up to 10-15 pounds.  Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

Position Type/Expected Hours of Work

This is a full-time position. Days and hours of work generally are Monday through Friday, 8:00 a.m. to 4:30 p.m. 

Travel

Travel is primarily local during the business day, although some out-of-area and overnight travel may be expected.

EEO Statement

CIS-SHC and BC employees are protected by federal laws, Presidential Executive Orders, and other laws designed to protect employees from discrimination on the bases of race, religion, color, sex (including pregnancy and gender identity), sexual orientation, parental status, national origin, age, disability, family medical history or genetic information, political affiliation, military service, or any other non-merit-based factor. These protections extend to all management practices and decisions, including recruitment and hiring practices, appraisal systems, promotions, and training and career development programs.

CIS-SHC AND BC employees are also protected against retaliation. Consistent with federal laws, acts of retaliation against an employee who engages in a protected activity, whistle-blowing, or the exercise of any appeal or grievance right provided by law will not be tolerated.   CIS-SHC AND BC managers and supervisors are also reminded of their responsibility to prevent, document, and promptly correct harassing conduct in the workplace.

Other Duties

Please note that this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.