Executive Assistant

WHO WE ARE
SER-Jobs is a nonprofit community organization that educates and equips people in the Texas Gulf Coast Region who come from low-income backgrounds or who have significant barriers to employment.  We believe the power and purpose of work can transform lives and communities.  SER is the Spanish verb, "to be," so that is exactly what we impart on the people we serve - that they can be whatever they want "to be."

• Brighter Futures:  We empower our clients "to be" the best they can, and "to be" in the career path that fits their talents and interests.
• Better Opportunities:  SER engages employers in strong growth industries "to be" an opportunity of a lifetime to someone who needs a second chance (or maybe even a first).
• Bigger Network:  We aim "to be" in strong partnerships with complementary organizations throughout the communities we serve.

VISION
To be the premier workforce opportunity provider in the Texas Gulf Coast Region.

MISSION STATEMENT
To help individuals from low-income communities transform their lives through education, training employment, and financial empowerment services.

VALUES
Accountability ~ Innovation ~ Respect ~ Excellence ~ Equality


                                                                                            ABOUT THE POSITION

Job Title:  Executive Assistant
FLSA Status: Exempt
Department:  Administration
Reports To:  Chief Executive Officer & Chief Operating Officer
Typical Workdays:  Monday – Friday
Typical Work Hours:  8:00 a.m. to 5:00 p.m.
Overtime Required:  N/A

Education: Associate’s Degree in a related field.  Bachelor’s degree preferred.
Related Experience:   Minimum of five (5) years of related experience working as an Administrative Support professional reporting to senior management required.  Minimum of three (3) years of experience in a fast-paced environment (really fast paced!), supporting senior executives, strongly preferred.    
Training:  N/A
Licenses & Certifications:  N/A

POSITION SUMMARY
The Executive Assistant will provide executive-level support for the Chief Executive Officer (CEO) and the Chief Operating Officer (COO).  This position works closely with the senior leadership team to perform the highest level of administrative duties.  This position will also work independently and proactively on numerous complex administrative tasks, exercising the utmost discretion, and delivering independent and sound judgment on a consistent basis.  Such duties include but are not limited to attending meetings and keeping minutes, receiving and screening phone calls, booking (and unbooking) travel, scheduling (and rescheduling) meetings, keeping track of time and expenses, maintaining an executive's schedule, assisting in planning appointments, board meetings, conferences etc., managing information technology, creating presentations or proposals. This position is responsible for handling highly confidential documents and information, communication and information management, and managing supplies and events.  This position is also responsible for providing high-level administrative support by conducting research, preparing statistical reports, handling information requests, and performing clerical functions such as preparing correspondence, receiving visitors, and arranging conference calls.


ESSENTIAL FUNCTIONS

BOARD LIAISON:

• Serve as liaison to three (3) Boards of Directors, regularly communicating with the Boards and providing information as needed.
• Perform coordination duties for Committees, Boards and other meetings to include preparing agendas; recording, transcribing, and distributing minutes; keeping track of attendance; preparing meeting packets; and arranging for meeting space and food delivery; and also keeping the Board Directory up to date.
• Conduct research, compile data, and prepare papers for consideration and presentation by Executives, Committees, and Boards of Directors.
• Meet with individuals, special interest groups, and others on behalf of Executives, Committees, and Boards of Directors.
• Other pertinent and appropriate duties as assigned.
• ADMINISTRATIVE SUPPORT
• Organize and schedule internal and external meetings and events.
• Efficiently and expeditiously manage the CEO’s schedule to ensure stakeholder needs are being met and activities are coordinated in a timely manner. 
• Coordinate all office and administrative support duties including answering the phone, directing calls to others as appropriate, make arrangements for visitors, invoice processing and coding, records management, and other administrative needs.
• Work directly with Board Members, Committee Chairs and senior staff to organize and coordinate meetings, reports, address needs and concerns in a professional manner.
• Understand the travel policy, passport and Visa requirements, travel advisories, and required immunizations for international travel.
• Participate in business continuity planning and activities including natural disaster and pandemic response.
• Maintain various Microsoft Outlook email distribution lists, Microsoft SharePoint sites, and Microsoft Teams activities.
• Define methodology, monitoring, and assuring compliance with document retention policy and procedures.
• Plan and coordinate logistics and materials for meetings, team retreats, and other events as needed.
• Work collaboratively and coordinate with other Administrative Assistants across the organization for planning and implementing events and meetings during the year.
• Read, sort, and analyze incoming correspondence, memos, submissions, emails, abstracts, protocols, and reports in order to determine their significance and plan their distribution.
• Maintain an efficient system of distribution lists and organizational charts to ensure efficient generation of correspondence and communication.
• Manage the flow of information, organizing appointments, and maintaining up-to-date calendars to ensure effective prioritization of tasks.
• Coordinate logistics for meetings, conferences, events, etc. to maximize time, efficiency, and value.
• Manage purchase requisitions and vendor payments in support of strategic activities and processing of monthly expenses.
• Initiate office equipment service calls and follows up to ensure that required maintenance/repairs are performed in a timely manner.
• Other pertinent and appropriate duties as assigned.

EXECUTIVE SUPPORT:

• Advise the CEO and COO on time and calendar by anticipating needs, reading, researching, drafting and routing correspondence; collecting and analyzing information; and initiating and troubleshooting communications.
• Proactively manage the CEO’s and COO’s calendars so that their time is used effectively and efficiently; including planning work projects and scheduling of appointments with senior management and other internal and external meetings. 
• Understand the CEO’s and COO’s plans and objectives; read and interpret activities and proactively anticipate opportunities that assist in meeting the plans/objectives.
• Coordinate point-to-point travel needs as necessary including booking all travel and hotels, directions, commuting time, and ground transportation.
• Maintain regular contact with the CEO and/or COO during travel periods to communicate and initiate appropriate travel changes and advise of other issues requiring attention during that time.
• Ensure the CEO & COO are prepared for all meetings.  Provide all necessary pre-reading and background information in preparation for meetings.
• Maintain discreet coordination of sensitive, leally privileged company and personal executive information to ensure confidentiality.
• Act as the eyes and ears, providing input and feedback to the CEO & COO on all matters.
• Represent the CEO & COO at community and business functions.
• Manage various special projects as assigned by the CEO & COO.
• Keep track of the CEO’s and COO’s expense reports and timesheets and submit to Accounting and Payroll in a timely manner.
• Organize and expedite the flow of work through the executive offices in a timely manner to assist in alleviating the executive workload.
• Liaise with senior-level employees and external contacts on behalf of the supported executive.
• Other pertinent and appropriate duties as assigned.

CUSTOMER SERVICE

• Build effective working relationships with key stakeholders; support administrative aspects of SER Jobs’ internal commitments.
• Role model healthy relationships in the work environment such as mitigation of conflict, leading problem-solving, and resolution efforts.
• Handle highly confidential documents, protecting the organization’s confidential information, communication, and information management.
• Use sound judgment to prioritize effectively in matters of a routine and non-routine nature to maximize and conserve time.
• Other pertinent and appropriate duties as assigned.

QUALIFICATIONS

• Associate’s degree required.  Bachelor’s degree preferred.
• Minimum of five years of related experience working as an Administrative Support professional reporting to senior management required.
• Minimum of 3 years of experience in a fast-paced environment (really fast paced!), supporting senior executives, strongly preferred.
• Advanced skills in the Microsoft Office suite required.
• Experienced in handling a wide range of administrative and executive support related tasks and the ability to work independently with little or no supervision.
• Must be exceedingly well organized, flexible and enjoy the administrative challenges of supporting an office of diverse people and programs.
• Ability to interact with staff at all levels in a fast-paced environment, sometimes under pressure, remaining flexible, proactive, resourceful and efficient.
• Ability to work in highly collaborative and deadline driven environment.
• Demonstrates professional manner and ability to influence in dealings with others.
• Strong process and system orientation; promotes group effectiveness.
• Ability to anticipate barriers and provide alternative solutions.
• Ability to manage ambiguity and multiple priorities inherent in an entrepreneurial environment.
• Outstanding organizational skills and high attention to detail; outstanding written and oral communication skills.
• Ability to self-direct and prioritize among competing goals and to initiate process improvements.
• Flexibility and willingness to contribute when necessary on projects outside of own department.
• Strong achievement orientation with exceptional time management skills and demonstrated ability to multitask.
• Strong work ethic coupled with an enthusiastic and passionate approach to one’s work.
• Be highly organized, detail-oriented and discreet and be able to exercise tact and diplomacy.
• Demonstrate project management skills to plan and deliver on established tactical and strategic goals.
• Demonstrate an excellent aptitude for building productive relationships with internal teams and key stakeholders.
• Ability to multi-task effectively and balance priorities in an ever changing, fast-moving, time-sensitive environment.
• Sound judgment and high sense of accountability.
• Discretion in working with highly confidential matters and material.
• Ability to builds and maintains effective and trusting working relationships.
• Comprehensive knowledge of SERJobs including our annual initiatives, strategic plan, vision, mission, and core values.
• Ability to oversee administrative support in a fast-paced, high-volume, and rapidly changing client service environment.

Reasonable accommodations will be made to ensure that the essential job functions can be performed and not hinder the employee's performance due to physical, mental, or emotional impairment, and does not cause undue hardship for the Company.