Description
EXECUTIVE ASSISTANT
Work Location – 100% On-site
Position Description
The Council on Recovery is seeking a highly organized, pro-active and detail-oriented Executive Assistant to provide comprehensive administrative and operational support to the Chief Executive Officer (CEO) and to serve as the primary liaison to the Board. The Executive Assistant operates at the intersection of The Council’s executive leadership, Board and internal and external stakeholders. This individual plays a critical role in ensuring timely and accurate communication, and seamless execution of executive and governance-related responsibilities while maintaining the highest standards of professionalism, confidentiality, and quality.
Key Responsibilities
Executive & Administrative Support
- Provide direct administrative support to the CEO, including managing calendars, and scheduling, making travel arrangements, preparing expense reports, and coordinating meeting logistics.
- Serve as the primary point of contact between the CEO and internal and external stakeholders, exercising discretion and professionalism at all times.
- Handle correspondence, emails, and phone communications on behalf of the CEO, ensuring timely, accurate, and appropriate responses.
- Prepare and organize materials for meetings, including agendas, briefing documents, reports, and presentations.
- Maintain organized and confidential filing systems, records, and documentation in compliance with organizational policies.
Board of Trustees Support
- Coordinate the end-to-end planning of all Board and committee meeting, including drafting agendas, gathering and distributing materials, tracking RSVPs, coordinating logistics, and ensuring compliance with bylaws.
- Capture, prepare, and maintain accurate board meeting minutes and official records.
- Serve as a reliable liaison between the CEO and the Board to facilitate communication, coordination, and follow-up.
Skills, Qualifications, & Experience
- Experience: Minimum of five (5) years of dedicated executive-level administrative support, with a strong preference for a nonprofit or mission-driven organization.
- Governance Familiarity: Proven track record directly supporting C-suite executives and interfacing with Board of Trustees, advisory councils, or committees.
- Organizational Efficiency: Strong proficiency in organizational, time management, and multitasking skills with exceptional attention to detail.
- Communication: Excellent written and verbal communication skills with a professional and polished demeanor. High level of discretion and ability to handle confidential and sensitive information.
- Technical Mastery: Strong proficiency in Microsoft Office Suite (Outlook, Word, Excel, and PowerPoint) and virtual collaboration tools such as Microsoft Teams and Zoom.
- Project Execution: Strong capability to work independently, prioritize tasks under tight deadlines and effectively manage competing priorities.
- Education: Bachelor’s degree preferred, or an equivalent, verifiable combination of education and recent professional experience.
Performance Expectations
The Executive Assistant is expected to consistently deliver:
- Accurate, timely, and professional administrative and board operations support.
- Well-organized documentation and reliable record-keeping.
- Discretion and able to handle sensitive/confidential executive and board-level information.
- Professional representation of the CEO and The Council on Recovery across all interactions.
- Consistent alignment with the organization’s mission, core values, and governance standards.
Skills Required
- Minimum of five (5) years of dedicated executive-level administrative support experience
- Directly support C-suite executives and interface with Board of Trustees or committees (governance familiarity)
- Manage calendars, scheduling, travel arrangements, and expense reports for executive
- Capture, prepare, and maintain accurate board meeting minutes and official records
- Excellent written and verbal communication, professional demeanor, and high discretion handling confidential information
- Strong organizational, time management, multitasking skills, and attention to detail
- Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint)
- Proficiency with virtual collaboration tools such as Microsoft Teams and Zoom
- Ability to work independently, prioritize tasks under tight deadlines, and manage competing priorities
- Bachelor's degree preferred or equivalent verifiable combination of education and recent professional experience
- Experience in a nonprofit or mission-driven organization (strong preference)
What We Do
The Council on Recovery is Houston’s oldest and largest non-profit organization dedicated to leading the community in creating a path to freedom from substance abuse and related issues. They provide a comprehensive range of prevention, education, intervention, treatment, and recovery services for individuals and families affected by alcoholism, drug abuse, and co-occurring mental health disorders, ensuring high-quality care regardless of the ability to pay.
