Executive Office Associate

POSITION SUMMARY:
The Executive Office Associate provides high-level administrative support to the Chief Executive Officer (CEO) and the Executive Leadership Team, and Board of Directors. This role serves as a central liaison between internal departments and external partners and is a key point of coordination and communication for the Executive Office. The primary scope of this position is to perform assigned duties required to assist in executing administrative policies and procedures determined by or in conjunction with other leadership team colleagues. The person in this role plays a vital role in ensuring smooth and effective operations while representing the organization with integrity and professionalism.

ESSENTIAL DUTIES AND RESPONSIBILITIES
Manages and maintains confidentiality of sensitive materials and information;
Serve as the administrative liaison to the Board of Directors, including board committees;
Plan and prepare for board meetings, retreats, and events (in-person and virtual);
Prepare and distribute board packets and minutes in compliance with governance standards and deadlines;
Maintain confidential records, bylaws, resolutions, and board documents;
Coordinate onboarding and communication with board members and committee chairs;
Assist with the development and implementation of highly integrated marketing and communication strategies, programs and tailored activities designed to elevate the visibility of GCCSA and its distinctive programs and services;
Co-Manage the content of GCCSA’s internet and intranet and maintains GCCSA’s phot gallery and social media networks;
Review published materials for all GCCSA related events and reports, recommending revisions in scope, format, content, and methods of reproduction and binding;
Assist with the creation of requests for Agency financial sponsorship packages;
Facilitate the coordination and management of GCCSA-sponsored events and special projects
Complies the reporting and input of data for applicable reports for regulatory entities, funding sources, and Agency projects as directed;
Manage the development and the final publication of the Annual Community Report;
Prepare agendas, talking points, presentations, and briefing materials for internal and external meetings;
Coordinates travel arrangements, prepares itineraries, plans logistics, and submits expense reports;
Provides logistical support for department and Agency functions as directed;
Receives and accurately communicates information to internal and external stakeholders as directed;
Performs other tasks as assigned.

KEY KNOWLEDGE, SKILLS AND COMPETENCIES NEEDED
Have excellent communication and people skills, and provide excellent customer service;
Advance technological skills and knowledge of Microsoft Office 365 Application Suite, social media, and graphic design tools;
Have exceptional organizational multitasking skills;
Problem-solve effectively, demonstrate proactiveness, exercise discretion and independent judgement;
Ability to work independently, anticipate needs, and adapt in a fast paced, mission-driven environment;
Have familiarity with the Federal CSBG Act, Head Start Act, Organizational Standards, Texas Administrative Code, and State Laws, Statutes and Regulations;
Support and show respect for all colleagues regardless of gender, age, ethnicity, race, politics, religion, or beliefs;
Promote a harassment-free environment;
Be able to work independently or on teams in challenging work atmosphere;
Be able to prioritize and balance multiple projects and deadlines in a fast-paced, deadline driven environment;
Plan and complete tasks and assignments on-schedule with minimal supervision using appropriate judgment;
Exercise appropriate judgment, discretion and maintain the confidentiality of all GCCSA’s stakeholders;
Avoid any interest or activity that conflicts with GCCSA’s Standards of Conduct; and
Work with intentionality and integrity to ethically uphold GCCSA’s mission, values, and goals.

DESCRIPTION OF WORK ENVIRONMENT
GCCSA’s work locations vary based on the duties and responsibilities of the GCCSA team member (e.g., office, workstation, classroom, food pantry, warehouse, training, and/or counseling rooms). In general, the noise level is usually quiet to moderately noisy. This position may require occasional evening or weekend work for board meetings and special events.

VITAL TRAITS
üPeople-person üAdaptable üSelf-starter üEnergetic üResults-oriented üRespectful
üCritical-Thinker üDecisive üTrustworthy üInclusive üServant-Leader

QUALIFICATIONS AND REQUIREMENTS
The following educational/experiential, licensing/certifications, communication, and physical demands outlined below must be evident and met satisfactorily:

Education/Experience
Associate’s or Bachelor’s degree preferred. Three to five years of experience providing high-level administrative support to senior executives or nonprofit leadership, required. Prior experience supporting a Board of Directors or governing body strongly preferred.

Licensing/Certifications
Administrative Assistant certification desired.

Communication
Communicates and comprehends information and ideas in English.

Physical Demands
remain in a stationary position at least 50% of the time;
move about various locations to access office equipment;
occasionally ascend/descend a ladder to assess and/or service equipment;
observe details at close range;
move items weighing up to 50 pounds;
travel to and from assigned work locations;
lift items from the floor up to 50 pounds;
reach overhead and to the floor; and
wear personal protective equipment, when necessary.

Travel Requirements
Attend job related activities such as meetings, training, workshops, etc., both in and out of the service areas; and
Have reliable transportation.

EQUAL OPPORTUNITY EMPLOYER STATEMENT
GCCSA is an equal opportunity employer that is committed to diversity and inclusion in the workplace. We prohibit discrimination and harassment of any kind based on race, color, sex, religion, sexual orientation, national origin, disability, genetic information, pregnancy, or any other protected characteristic as outlined by federal, state, or local laws.

This policy applies to all employment practices within our organization, including hiring, recruiting, promotion, termination, layoff, recall, leave of absence, compensation, benefits, training, and apprenticeship. GCCSA makes hiring decisions based solely on qualifications, merit, and business needs at the time.

In addition, GCCSA retains the right to change or assign other duties to this position, as needed.

AMERICANS WITH DISABILITIES ACT STATEMENT
If requested, GCCSA will attempt to provide reasonable accommodation to enable employees with disabilities to perform essential functions of their job, absent undue hardship. Read more