Executive Assistant

Why Your Role Matters 

The Executive Assistant plays a pivotal role in the organization, serving as a partner to the Chief Development Officer. The Executive Assistant serves as the primary point of contact for internal and external constituencies on all matters. This role is essential for ensuring the Chief Development Officer is briefed and prepared for all meetings and events, orchestrating the executive schedule, managing communications, coordinating high-impact meetings and events, and managing department activities with precision and discretion.  

 

This position is based in Austin, TX. The standard schedule includes on-site work Tuesday through Thursday, with the flexibility to work remotely on Mondays and Fridays.

 

How You Will Make an Impact  

• Take charge of a dynamic and intricate calendar, including internal and community meetings, ensuring seamless coordination and alignment with organizational priorities. 

• Lead the planning and execution of on-site and off-site meetings and high-impact events, including preparation of comprehensive materials, coordination of meals, and advanced setup of necessary technology. 

• Design and manage detailed agendas for meetings, utilizing MS365 and especially, Microsoft Teams, and other advanced tools to ensure productive and strategic discussions. 

• Support the management of strategic partnership records, leveraging CRM systems to maintain accurate and strategic contact information while ensuring capture of meeting notes in the contact record. 

• Manage travel arrangements for executive, ensuring efficiency, accuracy, and seamless logistics for individual and group travel. 

• Provide support in managing unexpected changes or urgent issues that may arise, ensuring minimal disruption to the executive’s schedule and organizational operations. 

• Directly manage, screen, prioritize and respond to email and phone communications, effectively managing urgent matters and ensuring prompt follow-up. 

• Handle and prioritize confidential correspondence, including drafting and responding to sensitive emails and letters on behalf of the Executive. 

• Lead research and preparation of materials for meetings and high-priority projects, including crafting briefing sheets and presentations (utilizing PowerPoint and Keynote) that support communications and executive decision-making. 

• Serve as a liaison between the Executive and external stakeholders, ensuring effective communication and prompt resolution of inquiries or issues. 

• Spearhead the logistics and strategic coordination for board meetings, including crafting agendas, capturing actionable minutes, driving follow-up tasks with strategic insight, and preparing detailed meeting materials to drive effective governance. 

• Manage and facilitate board meetings, ensuring a high standard of professionalism, operational efficiency, and t