Executive Assistant Job at Myresourcecenter in Dallas

Overview

Position Overview: The Executive Administrative Assistant is responsible for coordinating meetings and providing correspondence and reports for the CEO.

Job Duties & Responsibilities

• Review, plan, and organize the CEO’s schedule, including calendar management; interact with internal and external representatives to coordinate meetings and appointments; and independently handle outside inquiries, meeting requests, and arrangements for conference rooms and audio/visual requirements as necessary.
• Manage CEO’s incoming mail; draft, edit, proofread, and send responses/forwards to staff as appropriate. Draft/manage routine correspondence as well as proofs and drafts.
• Handle confidential information with absolute discretion.
• Answer and evaluate all incoming phone calls to the CEO.
• Conduct research, edit, proofread, and prepare background information and PowerPoint presentation materials for the CEO prior to meetings and public events.
• Prepare CEO expense reports, credit card purchases and mileage reimbursements.
• Book travel arrangements, including flights, hotels and rental cars as necessary.
• Maintain CEO contact list and the list of Board member contacts and committees.
• Schedule meetings with Board members, potential donors, and sponsors, and prepare materials such as donor packets and materials for review.
• Set up and maintain an annual schedule for Board of Directors, board committees, and other committees as needed.
• Arrange logistics for Board and Board Committees and ensure members have relevant correspondence.
• Maintain Board documents in an organized fashion.
• Maintain Board of Director’s online portal with pertinent information, including Board Packet, Bylaws and other general forms.
• Take and prepare minutes for Board meetings and other meetings as needed.
• Deliver special projects as assigned by the CEO.
• Other duties as assigned.

Job Requirements & Qualifications

• 2-5 years relevant experience
• HS diploma, some college preferred
• Knowledge of and passion for the LGBTQIA+ & HIV communities
• Knowledge of office practices and procedures
• Ability to follow instructions, both written and verbal
• Ability to deal with the public, requiring courtesy and tact
• Ability to communicate with a wide variety of people, giving and receiving information, and answering questions
• Ability to handle confidential information with absolute discretion
• Effective oral and written communication skills
• Ability to work in a fast-paced and changing environment
• Ability to efficiently manage multiple tasks and meet monthly deadlines
• Above average knowledge and skill working with Microsoft Office Suite and Adobe Acrobat