Executive Assistant

Type:

• 3-year Contract with two 1-year extensions (totaling 5 years)

Full Time or Part Time:

• Full-Time

Pay Rate:

• TBD

Location:

• San Antonio, Texas – Onsite
• Multiple locations within 15 miles of the zip code 78207

Language Requirements:

• Write, read, and speak English

Language Preferences:

• Write, read, and speak Spanish

Job Overview

We are seeking a highly skilled and strategic Executive Assistant to provide comprehensive, high-level administrative support to executive leadership, including the President/CEO, Deputy CEO, or Senior Vice President/Chief of Staff within a large, complex organization.

This role serves as a trusted administrative liaison, proactively managing diversified executive projects and relieving senior leadership of administrative and operational details. Responsibilities include executive calendar management, correspondence oversight, strategic coordination, board support, budget tracking, and supervision of select administrative staff.

The ideal candidate demonstrates exceptional judgment, discretion, diplomacy, and the ability to manage multiple high-priority initiatives simultaneously in a fast-paced, deadline-driven environment. This position requires strong relationship-building skills and the ability to interact effectively with elected officials, board members, executives, community leaders, and the public. Perform other duties as assigned.

Experience Requirements

• Minimum of three (3) years of experience supporting executive leadership at the Vice President level or above, governmental executives, or equivalent senior-level leadership
• Bachelor’s degree in Business Administration or related field, or equivalent combination of education and experience
• Experience managing complex executive calendars, meetings, travel, and high-level correspondence
• Experience preparing executive-level communications, speeches, presentations, and briefing materials
• Experience in proofreading and editing documents for grammar, punctuation, formatting, and accuracy
• Experience preparing and maintaining division budgets and providing monthly expenditure updates
• Experience compiling periodic and special reports for executive leadership
• Experience coordinating board or committee meeting materials, agendas, and minutes
• Experience supervising or coordinating administrative support staff
• Demonstrated ability to manage multiple projects simultaneously with strong prioritization skills
• Ability to exercise discretion and maintain strict confidentiality of sensitive information
• Ability to analyze situations, exercise sound judgment, and make decisions in accordance with organizational policies and procedures
• Ability to work independently and collaboratively within a team environment
• Excellent written and verbal communication skills
• Strong interpersonal skills with the ability to build and maintain professional relationships with senior leaders, public officials, business executives, stakeholders, and community members
• Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Visio)
• Ability to type with acceptable speed and accuracy

• Ability to read and analyze complex materials such as reports, manuals, and strategic documents
• Supervise or coordinate the work of administrative support staff
• Assist in preparing materials for board and committee meetings
• Attend board or executive meetings to document requests, direction, and follow-up items
• Assist executive leadership with employee performance evaluation documentation, as needed
• Coordinate cross-functional administrative activities to ensure alignment and execution of executive priorities

Experience Preferences

• Experience supporting a Chief Executive Officer, Board of Trustees, or executive management team
• Experience coordinating strategic planning workshops, executive meetings, and leadership retreats
• Experience working in a public-sector, transportation, or large multi-divisional organization
• Experience supporting public engagement efforts, speaking engagements, or executive communications initiatives

Physical Requirements

• Ability to work at a computer for extended periods
• Ability to lift objects weighing 10–20 pounds
• Minimal physical exertion

Education Requirements

• Associate’s degree, two years of college coursework, or business school training
• Equivalent combination of education and relevant administrative experience may be considered

Education Preferences

• Additional training in business administration, office management, or executive support
• Continuing professional development in administrative leadership or organizational support functions

Training Schedule:

• TBD

Schedule:

• Monday through Friday; 8:00 a.m. to 5:00 p.m. (CST).

Dress Code:

• TBD

Benefits:

• TBD

Additional Information:

Drug screening, background, and reference checks are performed if required. Valid identification and reliable transportation are required. We are an E-Verify employer. We will provide the Social Security Administration (SSA) and, if necessary, the Department of Homeland Security (DHS), with information from each new employee’s Form I-9 to confirm work authorization. Our employees are authorized to work in the United States.