General Description:
C-Suite Executive Assistant (President/CEO)
Provides high-level administrative and strategic support to the President/CEO by managing complex calendars, coordinating domestic and international travel, preparing reports and presentations, handling confidential information with discretion, and serving as a key liaison between executive leadership, internal teams, and external stakeholders. Oversees special projects, prioritizes competing demands, and ensures the efficient operation of the executive office while anticipating needs and facilitating effective decision-making.
Responsibilities:
- Manage the President/CEO’s emails, calendar, including scheduling meetings, conference calls, trainings, and appointments.
- Prepare, review, and maintain documents, contracts, correspondence, and contact databases.
- Coordinate and support executive leadership meetings, board meetings, and administrative meetings, including agenda preparation, minute-taking, and distribution of materials.
- Serve as a liaison between the President/CEO and staff, board members, partners, stakeholders, and government agencies.
- Draft and prepare professional correspondence, reports, presentations, and other written materials.
- Arrange domestic and, when necessary, international business travel, including itineraries and logistics.
- Maintain organized filing systems, databases, spreadsheets, and records to support operational efficiency.
- Assist with data collection, data entry, documentation, and reporting activities in collaboration with internal and external evaluators.
- Monitor and maintain inventory of publications, outreach materials, educational resources, and solicitation materials, and prepare inventory reports.
- Coordinate logistics for conferences, seminars, events, exhibits, and organizational programs.
- Research and compile background information, industry trends, and relevant resources to support projects, publications, and executive initiatives.
- Disseminate information regarding organizational activities, initiatives, and priorities to internal and external stakeholders.
- Provide administrative support and correspondence with federal, state, and local government agencies.
- Attend conferences and meetings at the local, state, and federal levels as needed.
- Stay informed of emerging developments, grant opportunities, and best practices in advocacy, recovery support services, and related initiatives.
- Manage and maintain the organization’s social media platforms, including creating and publishing content; monitoring engagement; responding to inquiries as appropriate; and ensuring all communications align with the organization’s brand, mission, and strategic objectives.
Qualifications
- Bachelor’s degree required.
- Minimum of five (5) years of progressively responsible administrative support experience, including direct support to senior executives or C-suite leadership.
- Typing proficiency of at least 60 words per minute.
- Advanced proficiency in Microsoft Office Suite, including Word, Excel, PowerPoint, Outlook, and Access, as well as database management software.
- Strong working knowledge of computer hardware, software applications, and virtual collaboration tools.
- Exceptional written and verbal communication skills, with the ability to prepare professional correspondence, reports, presentations, and grant materials.
- Demonstrated ability to handle highly confidential and sensitive information with discretion and professionalism.
- Excellent organizational skills with a strong attention to detail and commitment to accuracy.
- Ability to manage multiple priorities, meet deadlines, and work independently in a fast-paced environment.
- Self-motivated, resourceful, flexible, and proactive, with the ability to anticipate needs and take initiative.
- Ability to work effectively while maintaining productivity and accountability.
- Experience or familiarity with substance use and mental health recovery, recovery support services, and advocacy is strongly preferred.
- Understanding of the recovery movement and various pathways to recovery is a plus.
- Bilingual proficiency in English and Spanish is preferred.
- Proven experience supporting C-suite executives, preferably a President or CEO.
- Outstanding organizational, time management, and multitasking abilities.
- Ability to exercise a high degree of confidentiality, professionalism, and discretion.
- Strong interpersonal skills with the ability to build relationships with diverse stakeholders.
- Ability to work independently, anticipate executive needs, and manage competing priorities effectively.
- Demonstrates proficiency in social media platforms and digital communication tools, with the ability to create, manage, and monitor content across multiple channels to support organizational outreach and engagement.
Job Type: Full-time
Pay: $55,000.00 - $70,000.00 per year
Benefits:
- 401(k)
- Dental insurance
- Employee assistance program
- Employee discount
- Health insurance
- Life insurance
- Paid time off
- Vision insurance
Education:
Experience:
- Executive administrative support: 5 years (Required)
Language:
Ability to Commute:
- Dallas-Fort Worth, TX (Required)
Willingness to travel:
Work Location: In person
