Job Title: Executive Administrator
Reports To: President & CEO and COO
Main Office: Dallas
Category: Exempt; Full-time
Revision Date: February 2019
Purpose: The Executive Administrator coordinates all executive support for the President & CEO, COO, and the Board of Directors. An organized self-starter who possesses strong interpersonal skills, a sense of purpose and urgency.
- Effective Communications – Effectively expresses and communicates ideas, both orally and in writing, and tailors messaging to effectively reach an audience. Listens actively to information presented by others. Clearly expresses the desired outcome. Keeps all appropriate parties informed on projects, issues and/or events.
- Problem Solving and Decision Making – Identifies, analyzes and provides creative and effective solutions to individual and organizational problems. Gathers appropriate information and makes timely and effective decisions; recognized for the ability to make accurate decisions. Takes responsibility for decisions; does not avoid difficulties.
- Initiative – Proactively anticipates business needs and takes initiative to respond effectively and efficiently. Anticipates and recognizes potential or realized issues/problems and quickly refers to the appropriate person or department for resolution.
Duties and Responsibilities:
To perform this job successfully, an individual must be able to satisfactorily perform each of the essential duties and responsibilities listed below. The duties and responsibilities include the following, though other duties may be assigned.
- Completes a broad variety of administrative tasks for the President & CEO and COO including: managing an extremely active calendar of appointments, completing expense reports, arranging complex and detailed travel plans, itineraries, and agendas
- Plans, coordinates and ensures the President & CEO's schedule is followed and respected. Provides "gatekeeper" role, creating win-win situations for direct access to the President & CEO's time and office
- Maintains Raiser’s Edge records for all donors and relationships in President’s and COO’s portfolios
- Provides pre-meeting packets for business meetings upon request.
- Communicates directly, and on behalf of the President & CEO, with Board members, donors, staff, and others, on matters related to President & CEO programmatic initiatives
- Researches, prioritizes, and follows up on incoming issues and concerns addressed to the President & CEO and COO, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response
- Provides a bridge for smooth communication between the President & CEO and COO’s offices and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management staff
- Works closely and effectively with the President & CEO and COO to keep them well informed of upcoming commitments and responsibilities, following up appropriately
- Provides leadership to build relationships crucial to the success of the organization, and manages a variety of special projects for the President & CEO and COO
- Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows through on projects to successful completion, often with deadline pressures
- Maintains discretion and confidentiality in relationships
- Serves as the President & CEO's administrative liaison to the Board of Directors and committees
- Assists Board members with requests to Texas Women’s Foundation’s senior management team
- Maintains discretion and confidentiality in relationships with all Board members
- Adheres to compliance with applicable rules and regulations set in bylaws regarding Board and Board committee matters, including advance distribution of materials before meetings in electronic/paper format
- Attends Board and Committee meetings to take and distribute minutes
- Coordinates and schedules all meetings, including sending meeting notices and materials, maintaining RSVP and attendance lists, and providing hospitality for the Board of Directors and committees
Key Technical Skills and Knowledge:
To perform this job successfully, an individual must be able to perform each qualification satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.
- Highly motivated, and solutions oriented with clear workplans to ensure his/her work is executed with confidence, as measured by milestones and data whenever possible
- Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
- Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, Board members, external partners and donors
- Experience and ability to manage other staff
- Expert level written and verbal communication skills
- Demonstrated proactive approaches to problem-solving with strong decision-making capability
- Emotional maturity
- Highly resourceful team-player, with the ability to also be extremely effective independently
- Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of service and response
- Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment
- Forward looking thinker, who actively seeks opportunities and proposes solutions
- Maintain a “what else can I do?” mentality
Education and Experience
- Bachelor's degree required
- Strong work tenure: seven to ten years of experience supporting C-Level Executives, preferably in a non-profit organization
- Advanced knowledge of Microsoft Office Suite, including Word, Excel, PowerPoint and Outlook
- Blackbaud systems experience preferred
The physical requirements and work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the job.
- Moderate to high-stress level
- Regular and predictable attendance
- Moderate noise level
- Occasional standing and lifting of at least 20 pounds
- Long periods of sitting
- Occasional weekend and/or evening availability
- E-mail ONLY a cover letter and resume, including salary history to: email@example.com
• Reference "Executive Administrator" in the Subject line
• For more information on the foundation: www.txwf.org