Executive Assistant (Remote)

Job Location

San Antonio, TX

Position Type

Full-Time

Education Level

Bachelors Degree

Travel Percentage

Less than 10%

Job Shift

Any

Description

JOB PURPOSE:

The Migrant Services team within Endeavors is currently recruiting for an Executive Assistant (EA). The EA will manage calendars, coordinate travel arrangements, develop documents, and prepare the assigned National Directors for impactful engagements, all while prioritizing multiple tasks, ensuring seamless communication, and maintaining confidentiality with a variety of stakeholders. The EA will also manage special projects and provide administrative support and coordination to the Migrant Services Senior Leadership Team members. The successful candidate will be self-aware and mission-driven, with the ability to proactively anticipate needs once familiar with the rhythm of business. They will leverage their skills and experience to address challenges with a solutions-oriented mindset while providing exceptional administrative support.

Qualifications

ESSENTIAL JOB RESPONSIBILITIES:

• Support to assigned National Directors (75%)

• Communications

• Prepare, draft, and review messages for internal and external audiences.
• Synthesize data and information from multiple sources in electronic, written, and verbal formats to support development of National Director-led documents/communications.
• Manage, save, and classify documents according to the SOPs for Migrant Services knowledge and file management.
• Represent senior leadership by serving as a liaison to internal and external audiences and following up with key stakeholders when appropriate.

• Manage the National Directors’ calendars and document prioritization and interaction rules; rescheduling and/or prioritizing conflicts based on those rules.
• Triage inboxes and calendars, ensuring high priority meetings, emails and action items are flagged for National Directors’ attention.
• Partner with others to manage, plan, and coordinate activities and communications for onsite and off-site National Director-sponsored meetings and events.
• Provide background information and/or supporting documents in preparation for meetings.
• Support the National Directors to plan meetings, including scheduling a virtual or in-person meeting location, developing the agenda, tracking the attendee list, and any other requirements.
• Serve as point of contact when meeting updates occur and triage as necessary.
• Attend meetings at the request of the National Directors to take notes, write up meeting summaries, and draft related action items.

• Manage the National Directors’ credit card reimbursements and work expenses.
• Coordinate travel arrangements and act as the primary point of contact when the National Directors travel, and complete travel expense reports following travel, applying Endeavors travel policies.
• Maintain documentation of bios, photos, and other key collaterals for National Directors.

• Work with the Administrative Assistants’ team led by the Migrant Services Administration Manager and support continuous administrative process improvements.
• Participates as an adjunct member of the Senior Leadership Team including scheduling, agenda setting, and tracking deliverables. The EA attends leadership meetings as assigned by the National Director for Migrant Services Administration.
• Successfully completes critical aspects of deliverables with a hands-on approach, that facilitate Senior Leadership Team’s ability to effectively manage the department.
• Contribute to a consistent customer service standard across all programs.
• Support the National Directors with other activities related to their leadership functions and needs as needed and as assigned.

Required Skills And Experience

• At least 3 years of experience in executive assistant/administrative support to senior management.
• Experience with maintaining strict confidentiality regarding sensitive matters and information.
• Demonstrated skill in managing multiple complex tasks in a timely manner.
• Ability to effectively prioritize competing demands and adapt easily and quickly to changing priorities.
• Strong organizational skills, high level of attention to detail, and effectiveness under deadlines.
• Team-focused and collegial with the ability to interact with diverse colleagues and facilitate strong working relationships; adept at working closely with others over geographical distance.
• Excellent written and oral communication skills in English; diplomacy in communicating with a broad and diverse audience.
• Proficient in Microsoft Office software suite, and ability to learn other software as needed.

Preferred Skills And Experience

• Language proficiency in Spanish and language(s) other than English preferred.
• Proficiency in Smartsheet or other project management tools preferred.
• Proficiency in Salesforce.
• Proficiency in Concur or other travel management system.

EDUCATION: Bachelor’s degree.

LICENSES: Driver’s License with clean record required.

WORK LOCATION: Remote position. Must have access to a home office to provide confidential and private work or have flexibility to change work locations to an office setting as appropriate. Must be available and willing to travel to various locations with such frequency as business needs dictate and for division/corporate events/all staff meetings.

OTHER: To be considered, applicants must submit the following as part of the online application process:

• Cover Letter
• CV