Executive Assistant to the CEO

ABOUT TAP:

Texas Advocacy Project’s mission is to empower the public and survivors of domestic and dating violence, sexual assault, and stalking in Texas through free legal services, access to the justice system, and education and prevention. Our attorneys, staff, volunteers, and Board of Directors are committed to advancing our vision that all Texans live safely in hope, not fear of abuse.

ABOUT YOU:

The Texas Advocacy Project is seeking an Executive Assistant to assist the Chief Executive Officer (CEO) in execution of her responsibilities and will improve the effectiveness of the CEO and the efficiency of the organization. The Executive Assistant will work directly with the CEO and must be reliable and work autonomously providing full administrative support in a hybrid of remote and in-person settings during COVID 19 considerations. The Executive Assistant must have a positive can-do attitude, be detail-oriented, well-organized, highly motivated, outgoing, professional, and capable of thriving in a fast-paced environment. The Executive Assistant must be agreeable to a flexible schedule and be available to accompany the CEO during virtual and in-person meetings as scheduled. An understanding of and passion for TAP’s mission and branding is critical to the success of this role. 

ADMINISTRATIVE DUTIES:

  • BOARD OF DIRECTORS SUPPORT: Organize and prepare materials for meetings including drafting meeting agendas, taking meeting minutes, and recording, calendaring and tracking action items.
  • CALENDAR: Maintain calendars for CEO and assist CEO with scheduling meetings, speaking engagements, and travel itineraries. Provide CEO with daily briefing about upcoming meetings, agenda items, and engagements, and prepare information and working materials as needed.
  • COMMUNICATION: Draft internal and external emails, letters, memos, proposals and other documents as required. Assist CEO’s social media outreach by posting press releases and thought leading articles relevant to TAP’s mission.
  • FILING: Maintain physical and virtual administrative files for CEO (ex: protocols, orientation packets, checklists, board files, expense reports, etc.).
  • FOLLOW-UP: Take minutes during meetings, track action items, and schedule follow-ups. Help CEO stay aware of deadlines and timelines.
  • GATEKEEPER: Act as a point of initial contact for requests from staff and external partners, prioritize calendar requests, and screen phone calls and distribute correspondence.
  • PROJECT MANAGEMENT: Work hand-in-hand to assist the CEO in coordinating/furthering various large scale initiatives for the agency. Keep track of work in progress, identify potential obstacles/calendar conflicts and assist CEO with formulating potential solutions.
  • STEWARDSHIP: Assist CEO in stewardship activities, including but not limited to, documenting prospective donors/partnership follow up, and sending out thank you notes and tokens of appreciation.

 

REQUIREMENTS/QUALIFICATIONS:

  • The Ideal candidate must work autonomously, be well organized, detail oriented, prompt/reliable, possess strong written and oral communication skills, self-motivated, able to maintain a high level of professionalism, discretion and confidentiality, and must have excellent follow up in project management with the ability to support multiple competing priorities, projects, and responsibilities.
  • Performs related work as assigned. Performs a variety of ancillary duties not listed to be determined and assigned as needed.
  • Must have working knowledge of the Microsoft Office Suite including Outlook, Excel and Teams as well as familiarity with Adobe Acrobat, BOX, DocuSign, and Google Docs.
  • PLEASE NOTE: experience as an executive assistant/personal assistant/house manager and previous work in a non-profit ARE HIGHLY PREFERRED. Please make it clear in your cover letter how you have that experience in order to be considered.

 

This job description is not intended to be all inclusive. Texas Advocacy Project reserves the right to revise or change job duties as the need arises. This job description does not constitute a written or implied contract of employment. Texas Advocacy Project is a smoke free environment.

HOW TO APPLY:

To apply please send a resume and cover letter addressed to Heather Bellino, Chief Executive Officer to jobs@texasadvocacyproject.org or apply online at TAP’s website. Please type your last name in all caps followed by “EA to the CEO” in the subject line - (Ex. HARRIS_EA to the CEO). No telephone inquiries, please.  Open until the position is filled.  Please indicate how you heard about the opening.