Executive Assistant

The Executive Assistant is responsible for assisting the CEO in the following areas: all administrative matters related to the Office of the CEO; Calendar and scheduling; Staff, partner communications. This is a full-time, in-office position.

PRINCIPAL RESPONSIBILITIES

Administration

• General administrative and clerical duties to support CEO
• Coordinate CEO’s calendar and maintain in Outlook
• Handle all meeting schedules
• Assist the CEO with the preparation of reports
• CEO is supported and administrative matters are handled
• Callers and visitors are welcomed, and their needs are addressed
• Correspondence is accurate and timely
• Reports, agendas, or other clerical matters are error-free and handled in a timely fashion
• Research, analytics, and statistics are developed and reported

Project Management Support

• Participation as needed in project management meetings to support CEO

Advanced Executive Support

• Deliver direct administrative support by managing complex and sensitive correspondence, proactively addressing issues, anticipating the needs of the Chief Executive Officer and detailed itineraries ahead of meetings and travel
• Provide administrative support for the CAC Advisory Council including preparation and distribution of minutes, dashboards, agenda and members list.

Strategic Communication

• Serve as the primary point of contact for the Chief Executive Officer’s office, managing communications with internal and external stakeholders
• Facilitate communication across departments to ensure alignment and timely information flow

Other

• Participate on CAFB teams as needed
• Perform other projects/tasks as needed.
• Anticipate and address challenges, ensuring smooth operations and executive support

Action Item Management

• Track and oversee action items, projects, and initiatives on behalf of the Chief Executive Officer, ensuring timely follow-through and completion
• Provide regular updates to the Chief Executive Officer on the status of key projects and flag any potential issues or concerns

Calendar Management

• Coordinate and manage the Chief Executive Officer’s calendar, including scheduling meetings, appointments, and events
• Ensure effective time management by assisting with prioritization and optimization of the Chief Executive Officer’s calendar to allow for strategic focus and initiatives

Document Preparation

• Draft, review, and manage high-level documents, reports, briefs, and presentations, ensuring that all materials are accurate, polished, and aligned with the Chief Executive Officer’s strategic objectives.
• Seek out and prepare meeting documents for the Chief Executive Officer, including meeting goals, priorities, and agendas.

Travel Coordination

• Arrange travel for the Chief Executive Officer, including accommodation and transportation.
• Prepare travel itineraries and ensure all necessary arrangements are in place.
• Process travel reimbursement and expense reconciliation in a timely manner.

Office Management

• Oversee day-to-day office functions, including the monitoring of budgets and fiscal records.
• Implement and manage office systems and processes to ensure maximum efficiency and support the office’s strategic goals.

Knowledge, Skills and Abilities:

• Demonstrated proficiency in word processing, spreadsheet, and presentation software applications i.e. MS Office Suite
• Excellent interpersonal and communication skills, both written and verbal.
• Strong organizational and planning skills, with the ability to prioritize and multitask effectively
• Commitment to confidentiality, discretion, and independent judgment

QUALIFICATIONS:

• Bachelor’s degree in business or equivalent combination of education and experience.
• Five to Seven years of related administrative support experience in a professional office environment supporting C-level leaders.
• Strong written, verbal, organizational and planning skills, with the ability to prioritize and multi-task
• Professional demeanor
• Great attention to detail
• Ensure all matters are executed with the highest level of confidentiality and professionalism, exercising sound judgment in managing sensitive information.

OTHER REQUIREMENTS:

• Submitting child abuse and criminal background check
• Bending, stooping, reaching and other movement required.
• Ability to lift 20 lbs
• Valid driver’s license
• Must comply with all city, state & federal laws

Interested individuals should complete an employment application and submit it, along with a resume and cover letter to HRRM@cafb.org.

Child Advocates of Fort Bend is an equal opportunity employer.

CAFB adheres to a strict Zero Tolerance for Child Abuse Policy in our practices and operations.