Executive Administrative Assistant

Description

The Executive Administrative Assistant supports one or more Chief Executive Officers at The National Domestic Violence Hotline and provides a full range of  high-level administrative and project management support while serving as a vital liaison across departments, the Board of Directors, programs, committees, and external partners. 

This is a hybrid role with a requirement to work onsite three times a week. 

Compensation: $80,000 per year

ESSENTIAL DUTIES & RESPONSIBILITIES

• Manage the calendars of chief executive by overseeing and responding to all requests for meetings and appointments, negotiating availability based on priority and preference.
• Conduct outreach to initiate/schedule appointments on behalf of chief executive. 
• Arrange for meeting space, virtual meeting technology, and conference calls as required.
• Analyze and screen communications to the chief executive including mail, email and telephone calls and use independent judgment to determine those items requiring priority attention.
• Prepare administrative documents as required including correspondence, voice mail messages, emails, memos, thank you notes, reports, and other documents.
• Coordinate all travel arrangements for chief executive including managing out-of-town meeting agendas, trip itineraries, conference registrations, and collection of all materials needed for out-of-office meetings.
• Collect all materials required by the chief executive for scheduled appointments and public appearances.
• Research statistics, legislation, presentation/speech topics, funders, individuals, etc. and develop summaries of information.
• Attend all meetings as required and take and transcribe minutes as requested; prepare and assemble handout materials.
• Collaborate with and support the other Executive Administrative Assistants as needed before, during and after board meetings. 
• Ensure that executive projects are delivered with the highest quality, on time, within scope and within budget
• Assist in the definition of project scope and objectives, involving relevant internal stakeholders.
• Develop detailed project plans in order to monitor and track progress.
• Manage vendor relationships related to Executive Team projects.
• Delegate tasks on projects to employees best positioned to complete them.
• Serve as a point of contact for teams when multiple units are assigned to the same project to ensure teams remain in synergy.
• Effectively communicate with executives to keep the projects aligned with their goals.
• Correspond with a wide range of constituents and stakeholders.
• Coordinate materials needed, logistics, reports, etc. to support Board of Director meetings.
• Perform other duties as requested  

Requirements

EDUCATION & EXPERIENCE REQUIRED  

• Bachelor’s degree in business or related field 
• Five years of experience providing executive administrative support and/or project management
• Or equivalent combination of education and experience.

KNOWLEDGE SKILLS & ABILITIES

• Ability to maintain strict confidentiality of employee, donor, funder, and constituent information.
• Ability to work with and respond with sensitivity and awareness to those with diverse cultural, ethnic and social backgrounds, values, attitudes, and languages.
• Demonstrated skill in composition and proofreading including good command of English grammar and spelling.
• Excellent written and oral communication skills suitable for publication and/or presentation to internal and external audiences.
• Excellent organizational, record-keeping, and independent job-structuring skills.
• Proficient to expert skills working with Windows & Microsoft Office applications.
• Ability to manage time and complete multiple activities and projects within given timeframes. 
• Ability to prioritize and manage multiple projects simultaneously and follow through on outstanding action items in a timely manner.
• Demonstrated experience and foundational knowledge in working with Boards, e.g. establishing quorum, application of bylaws
• Experience in entry and compilation of numerical data for financial and statistical information.
• Demonstrated ability to work collaboratively within a team management model, providing support and constructive feedback in interpersonal interactions with colleagues and constituents.

Other Requirements/Working Conditions:

• This role is  based in Austin, Texas.
• This position requires a minimum of 3 days a week in the office.
• Must have a home workspace that is confidential, secure and free from distraction.
• Must maintain a stable internet connection with at least 10 MBPS download and 2 MBPS upload speeds.
• Must have ability to travel.
• Prolonged sitting or standing using keyboard, phone, and computer.

This description only includes essential functions of the job. These statements are not intended to be construed as exhaustive of all duties, responsibilities, and skills required for this position. Employees will be required to follow and any other job-related instruction and to perform any other job-related duties required by the job objectives, supervisor, and mission and values of The Hotline. This description does not modify any employee’s at-will-status and is not a contract for continued employment of any duration. 

Learn more about The Hotline