Executive Assistant

Austin, Texas, Reporting to the President and CEO, this position ensures the smooth operations of the Executive Office by providing professional support to operations, Board engagement and governance processes, and support for special projects. The role involves a combination of administrative support, project coordination, and communication support. This position interacts with leadership and all staff to ensure efficient operations in a fast-paced, dynamic organization. Essential Functions

Assist the CEO by managing engagement with high-level external partners, CEOs of Member organizations, and Board of Directors. Schedule internal and external meeting requests, manage the CEO’s calendar and travel, manage the Executive Office’s expense reporting, legal reporting, and maintain an Executive Office filing system. Assit with coordinating Board meetings, including communications with the Board and preparing Board materials. Support the transition of outgoing/incoming board members, including managing service awards and updating and distributing new board member packets. Draft and refine correspondence, talking points, and other communications in collaboration with the CEO and Executive Team. Manage special projects and perform other duties as assigned by the CEO.

Minimum Qualifications and Skills :

Bachelor’s degree or an equivalent combination of education and experience. Minimum three years related experience supporting senior management or executive-level staff. Strong organizational skills, oral and written communication skills; keen attention to detail and project management experience. Previous experience working with Boards of Directors and knowledge of board governance. Excellent customer service orientation and ability to manage sensitive and confidential situations with tact, professionalism, and diplomacy. Ability to work both collaboratively within a team environment and independently. Demonstrated word processing proficiency and mastery of Microsoft, adobe, applications. Demonstrated web research and database management capabilities.

Preferred Qualifications :

Experience supporting and coordinating the administrative functions of an extremely busy executive office. Direct experience with trade associations, nonprofits, membership or related organizations highly desirable.

Physical Requirements and Work Environment :

Ability to work a desk throughout the business day managing phone calls, email, and scheduling assignments. Must be able to lift up to 25 pounds as needed. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. Ability to manage a work environment with a moderate noise level and maintain focus on responsibilities.

Supervisory Responsibilities: This position does not supervise employees. Travel: Domestic Travel: 10-20 days per year.