Executive Administrative Assistant

Job title: Executive Administrative Assistant

Company: Integrated Human Capital

Job description: Executive Administrative Assistant Job Summary:Under the direction of the Chief Executive Officer, this role performs complex and administrative support to the Board staff and Committee of Six. This involves disseminating information, maintaining filing systems, and providing internal administrative assistance. Additional tasks involve ongoing projects, monitoring project plans and timelines, organizing, and participating in stakeholder meetings, and ensuring that project deadlines are met promptly.Executive Administrative Assistant Responsibilities:CEO and Board Staff Support

• Provides high-level administrative support and assistance to the CEO, Executive Director, Executives, and leadership staff and leadership Team.
• Collaborate with other departments and staff within the board office to plan, develop, and execute assigned projects.
• Document and follow up on actions and decisions from meetings.
• Develops and maintains effective office standards and procedures.
• Coordinates meetings, conferences, and seminars.
• Prepares, edits, and distributes correspondence, reports, and other documents.
• Maintains records and filing systems accurately.
• Collaborates with the appropriate departments on travel plans and itineraries and prepares related documents.
• Assists in the planning and coordination of special events.

Board Support

• Works with Partner staff and Elected Officials to create/set Committee of Six meeting agendas; collaborates with Partner Staff on logistics; prepares packets and disseminates them in a timely manner.
• Provides administrative and logistical support to the board and board committees.
• Prepares and maintains board information and records, including meeting minutes and posts meeting notices.
• Prepares and disseminates meeting agendas, and Board packets materials.
• Coordinates with the City of San Antonio, Bexar County, and the rural judges regarding Committee of Six Meetings and partner minutes.
• Assists in the solicitation/recruitment of Board members; works with the Nominations Committee to ensure recruitment packets are ready for review prior to presentation to the Committee of Six; actively updates Board attendance and presents to the Board Executive Committee, the Committee of Six, and Partner Staff so that all are aware of current attendance data; works with TWC staff to ensure board information is up to date.
• Performs other relevant duties as assigned.

Executive Administrative Assistant Knowledge & Experience:

• A minimum of three years of high-level secretarial or administrative support experience is required. A high school diploma is required, but an associate degree in business administration or a related field is preferred.
• Extensive knowledge of office administration, clerical procedures, and recordkeeping systems.
• Ability to function well in a high-paced and, at times, stressful environment.
• Extremely proficient with Microsoft Office, particularly with PowerPoint, Excel, and Word
• Ability to prepare reports and compose letters and memos.
• Ability to develop and modify work procedures, methods, and processes to improve efficiency.
• Ability to multitask in a fast-paced environment with tight deadlines and collaborate with cross-functional teams to achieve desired results.
• Excellent organizational skills with the ability to manage diverse projects simultaneously.
• Exceptional written and oral communication and critical thinking skills.
• Knowledge of the Open Meetings Act and its effect on the proceedings of the Board.
• Ability to work independently with minimal supervision.
• Confidentiality is essential.
• Must be legally eligible to work in the United States.
• Will require occasional in-region and out-of-region travel; Must have proof of valid driver’s license and current auto insurance; must provide own transportation when on company business.

General/Organizational Competencies:

• Quality/Compliance: Achieving a standard of excellence with our work processes and outcomes, honoring WSA policies and all regulatory requirements.
• Communication: Balancing listening and talking, speaking, and writing clearly and accurately, influencing others, keeping others informed.
• Initiative: Taking ownership of our work, doing what is needed without being asked, following through.
• Efficiency: Planning, managing time well, being on time, being cost conscious, thinking of better ways to do things.
• Customer Focus: Striving for high customer satisfaction, going out of our way to be helpful and pleasant, making it as easy as possible on the customer rather than our department.
• Collegiality/Collaboration: Being helpful, respectful, approachable, and collaborative, cooperating with others, inside and outside the organization, to accomplish objectives to build and maintain mutually beneficial partnerships, leverage information, and achieve results.
• Integrity/Transparency: Upholds social, ethical, and organizational norms and values; firmly adheres to codes of conduct and ethical principles; behaves consistently, and is open, honest, and trustworthy; acts without consideration of personal gain.
• Continuous Learning & Self Development: Being receptive to feedback, willing to learn, embracing continuous improvement, proactively investigating new perspectives, approaches, and behaviors.
• People Management (for those with direct reports): Setting clear expectations, reviewing progress, providing feedback and guidance, holding people accountable.
• Problem Solving: Identifies problems and uses logic, judgment, and data to evaluate alternatives and recommends solutions to achieve the desired organizational goal or outcomes.
• Decision Quality: Makes sound decisions that consider objectives, risks, implications, and agency and governmental regulations.

Physical Demands and Work Environment:The physical demands described here are representative of those that an employee must meet to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.Pay Rate & Schedule:

• Monday – Friday
• 8 am – 5 pm
• $23/hour

Equal Employment Opportunity (EEO), Affirmative Action, and E-Verify Statement:Integrated Human Capital is an equal opportunity employer committed to fostering diversity and providing employment opportunities to all qualified individuals without regard to race, color, religion, sex, national origin, age, disability, or any other protected status. We actively promote affirmative action by encouraging minorities, women, individuals with disabilities, and veterans to apply for positions for which they are qualified. Additionally, Integrated Human Capital participates in the E-Verify program to verify the identity and employment eligibility of all newly hired employees, ensuring compliance with immigration laws. Candidates are required to present documents confirming their identity and eligibility to work in the United States during the employment verification process.#NSA

Expected salary: $23 per hour

Location: San Antonio, TX

Job date: Sat, 24 Aug 2024 00:35:48 GMT

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