SUMMARY

The Executive Administrative Assistant performs a variety of highly responsible, confidential, and complex administrative duties in support of the Travel & Sports Legacy Foundation’s Executive Director and the board of directors. This position will manage logistics for all board and committee related meetings and business.

ESSENTIAL RESPONSIBILITIES:

• Communicates professionally and effectively with the executive director, board president, board members, donors, supporters, and public.
• Performs duties in a timely and professional manner.
• Manages logistics for board of director meetings, including:
  1. The submission of board meeting agenda items before deadlines in an appropriate format.
  2. Reviews board reports and supporting documents for accuracy and consistency with established organizational standards.
  3. Assists with coordination, assembly, and distribution of meeting agenda packets; duplicates and collates agenda packets and binders.
  4. Attends board meetings and takes official minutes of the board and committee meetings; transcribes and prepares minutes and notices in a timely manner; responsible for recording, maintenance, and retrieval of official board records
• Ensures confidentiality of sensitive matters and materials such as files, records, or conversations pertaining to personnel, board, accounting, partnership, or other sensitive issues.
• Must use independent judgment when researching issues, responding to requests for information and handling of complaints from the public; refers requests or complaints to appropriate persons (executive director and/or board president), and legal counsel prior to release of information.
• Gathers information and compiles the foundation’s annual report detailing work that has been accomplished to meet the board’s goals.
• Submits invoices for payment to the Arlington Convention and Visitors Bureau (ACVB) Finance Department. Works closely with Finance Department to ensure timely payment of invoices.
• Maintains a variety of database systems by correctly and promptly entering information to the systems including donor information. Understands and can apply appropriate procedures to use the database systems to respond to requests for reports and information.
• Creates reports, letters, memorandums, spreadsheets, and statistical charts from rough drafts, verbal in­struction or electronic meetings recordings. Proofreads all documents and sug­gests/makes corrections to drafts.
• Coordinates the executive director’s activities by maintaining a current calendar- scheduling and organizing meetings.
• Consistently demonstrates positive, interpersonal relations with all constituencies; cooperates harmoniously with others in the accomplishment of the TSLF’s strategic goals and objectives.
• Performs other duties as assigned or required.

PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit; use hands to feel objects or files and talk or hear.

Specific vision abilities required by this job include close vision and the ability to adjust focus.

Occasional evening and weekend hours are required. Must be able to travel locally as required.

SUPERVISORY RESPONSIBILITIES:

No supervisory responsibilities associated with this position.

COMPUTER RELATED SKILLS / EXPERIENCE:

Must be proficient in Microsoft Office Suite: Word, Excel, PowerPoint, and Outlook.

EDUCATION AND EXPERIENCE:

High school diploma or general education degree (GED); Minimum of five (5) years’ work experience as an Executive Administrative Assistant. Minimum of two (2) years’ work experience with a board of directors, knowledge and understanding of Robert’s Rules, quorums, and development of agendas.

QUALIFICATION REQUIREMENTS:

• Knowledgeable in corporate practices and principles, including structure, chain of command, communication, and confidentiality.
• Familiar with budgeting, purchasing, expense allocation and contracting.
• Excellent time-management, attention to detail, and organizational skills.
• Demonstrates ability to multi-task, prioritize, and remain flexible to situations that may occur.
• Ability to review and comprehend all necessary documentation and reports.
• Ability to effectively communicate, both in writing and verbally, with staff, board of directors, visitors, vendors, and public.
• Familiarity with donor software programs, email marketing services, and survey platforms is a plus.
• Have a strong grasp of the English language and proper grammatical usage as well as identifying and correcting errors in grammar and arithmetic calculations in a variety of documents.

REASONING ABILITY:

• Good knowledge of filing systems and records management.
• Excellent knowledge of office principles and practices.
• Ability to work with minimum supervision.
• Excellent interpersonal and customer service skills.
• Effectively communicate with individuals and groups from inside and outside of the foundation.
• Ability to handle confidential or difficult assignments with discretion and efficiency.
• Have a general knowledge of the hospitality industry. Must be available to work up to 20 hours/week.

CERTIFICATES, LICENSES, REGISTRATIONS:

• Must possess a valid Texas Driver’s license.
• Must possess and show proof of car insurance.

Equal Opportunity Employer

This is a Part Time/Contracted/Fully Remote/$25 per hour position. 20 hours typical and can increase if there is meeting prep required.

Email your resume to:  hr@arlington.org