Executive Assistant to the Executive Director : Texas

Executive Assistant to the Executive Director

San Antonio, TX

Who We Are:
The Texas Organizing Project (TOP) is a Texas-based, non-profit organization promoting social and economic equality for low to moderate income Texans through community and electoral organizing. TOP grassroots organizing efforts are anchored by dues paying members and networks of volunteers who take ownership and have a personal stake in the success of an effort to better their neighborhoods and communities. TOP members exercise responsibility by participating in community, civic, and electoral activities to bring real change and improve the quality of life in their communities. The Texas Organizing Project provides low-moderate income Texans a vehicle to exercise their rights and responsibilities in the community and at the ballot box.

Job Description:
The Texas Organizing Project is looking for an experienced Executive Assistant with strong organizational skills to support its Executive Director. Must be flexible, highly organized and have a proven ability to juggle multiple and competing tasks and demands. Position continually requires demonstrated poise, tact and diplomacy, and discretion to handle sensitive and confidential situations. Work requires continual attention to detail in composing, typing, and proofing materials.

Ideal candidates have 3 to 5 years of experience in executive support, including work experience at a nonprofit and/or union. The applicant will have strong problem solving skills, attention to detail, excellent follow-up skills, ability to track multiple projects, and advanced administrative skills.

Roles and Responsibilities:

Administrative

• Provides high level of administrative support to the Executive Director.
• Organizes and maintains files.
• Produces regular expense reports.
• Maintains the Executive Director’s calendar and arranges travel for conferences and meetings.
• Performs general administrative procedures with the ability to exercise independent judgment and prioritize work schedule.
• Tracks/monitors Executive Director’s tasks and projects to completion.

Communications

• Manages flow of information for Executive Director.
• Interacts in person, over email, and via telephone with community partners, donors, elected officials, and TOP staff on an ongoing basis on behalf of the Executive Director
• Drafts correspondence, which may include letters, memos, speeches and emails addressed to internal and external audiences.

Board of Directors Support

• Acts as liaison with internal and external contacts.
• Maintains regular contact with the Board of Directors. Attends Board (and other) meetings; responsible for drafting agendas, minutes, logistics and follow-up actions.

Fundraising Support

• Provide fundraising support to Executive Director and Development Director including but not limited to maintaining grants calendar, tracking and sending thank you notes, basic grant writing and reporting, creating budgets.

Special Projects

• Drives and participates in a variety of special projects (e.g. creation of PowerPoint presentations, research projects, etc.) to support the Executive Director and the organization in achieving ambitious goals.
• Performs such other related duties as may be assigned or delegated by the Executive Director.
• Other duties may include support of other senior staff.
• Some travel required.

MINIMUM REQUIREMENTS:

• Minimum 3 to 5 years of experience as an assistant at the executive level, non-profit or union experience preferred.
• Excellent oral and written communication skills; strong proficiency with writing, editing and proofreading.
• Ability to work independently, under pressure and prioritize deadlines.
• Ability to anticipate next steps, takes initiative, exercises discretion, and applies sound judgment.
• Ability to manage multiple projects and deadlines in an interruption prone environment.
• Proven ability to handle confidential issues and materials.
• Ability to maintain a high standard of excellence in all tasks performed.
• Perform all job tasks and duties with diplomacy and a professional demeanor and appearance.
• Possess a good memory.
• Ability to work non-standard hours, as necessary.
• Show social responsibility and awareness and interact effectively with diverse populations.
• Familiarity with the workings of social justice organizations or non-profits a highly desirable plus.
• Fluency in Spanish is a plus.
• Valid driver’s license, automobile insurance and a working automobile required.
• Strong proficiency with Microsoft Office, email programs, online calendars

Salary:
Competitive pay and excellent benefits package commensurate with experience.

To Apply:
Send cover letter, resume, salary requirements, and references to John Moore at jmoore@organizetexas.org.

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