Executive Assistant, Advisory, Management and Strategic Services

Firstday Foundation - San Antonio, TX

Full-time - Entry Level

San Antonio, TX

About the position

The Executive Assistant position at FirstDay Foundation involves providing comprehensive administrative support to multiple executives, ensuring the smooth management and operation of assigned programs. The role requires a high level of organization, attention to detail, and the ability to manage confidential matters while adhering to agency policies and procedures. The ideal candidate will possess strong communication skills and the ability to multitask in a fast-paced environment, contributing to the overall mission of the organization.

Responsibilities

• Assist executive leadership with contract and legal affairs, including contract analysis.
• Manage confidential matters for executive leadership.
• Provide administrative support for executive leadership, board of directors, councils, consultants, and other agency needs.
• Produce final drafts of minutes, manuals, rosters, grant requests and miscellaneous executive documents.
• Collect, collate and distribute information and maintain and organize Headquarters data and files.
• Answer phone calls, direct calls, maintain calendars, schedule meetings, reserve rooms/conference bridges, coordinate meeting travel and logistics, attend and record meetings.
• Provide financial administrative assistance for invoicing, requisitions, expense reports.
• Conduct in-depth research as assigned by executives, gather background information, prepare executive summaries and reports.
• Support the provision of ongoing monitoring results including data on programs.
• Support and participate in staff development, including completion of minimum training requirements as specified in state and federal standards, continuing professional development, and staff wellness initiatives.
• Manage the purchase order system including tracking receipts and invoices; contacting with vendors, contractors, suppliers, and the Accounting Office.
• Manage the office suite for supplies, equipment, cleanliness, readiness for meetings/conferences etc.
• Support executive team, as needed, with travel, itineraries, and organizing all background materials in advance.
• Participate in scheduled meetings, as required.

Requirements

• Associate's degree or Certificate in Office Administration (required).
• Bachelor's degree preferred.
• Six (6) years of progressive administrative experience.
• Excellent editing and typing skills (70 WPM).
• Strong organizational skills and attention to detail.
• Ability to multitask and adapt in a fast-paced environment.
• Excellent written and communication skills in English and Spanish (preferred).
• Demonstrated computer literacy and proficiency in Microsoft Office 365 apps: Excel, PowerPoint, and Word.

Nice-to-haves

• Knowledge of Non-Profit administration.

Benefits

• Full-time position with competitive salary.
• Opportunities for professional development and training.
• Supportive work environment focused on diversity and inclusion.