Executive Assistant

Overview

Buckner Children and Family Services |

Location:

Dallas, TX - Hybrid | Address: 12377 Merit Drive, Suite 900, Dallas, TX 75251 |

Job Schedule:

Full-Time

We are seeking an Executive Assistant to join our Children & Family Services Program. As an Executive Assistant
, you will Shine Hope as you support and provide comprehensive administrative and project support to BCFS leadership and designated staff, ensuring efficient day-to-day operations. Facilitate effective communication and engagement by developing and maintaining tools and resources, including online platforms, e-resources, logistics coordination, and document archiving. Join our team and shine hope in the lives of others!

What you'll do:

• Provide comprehensive executive administrative support to BCFS leadership coordinating cross functional initiatives, managing executive calendars and communications, and ensuring seamless operational workflow across multiple leadership areas.
• Oversee BCFS Education Support program administration, facilitating program communications with participants, processing and coordinating reimbursement procedures, and maintaining program documentation to ensure efficient delivery of educational benefits.
• Proficiently negotiate and work with hotels and other vendors to facilitate arrangements for events as assigned. Secure vendor contracts for services and lodging. Oversee performance of vendors in accordance with the contracted terms for service. Manage accounting matters related to contracted vendors.
• Provide administrative support to BCFS leadership and designated staff: maintain filing system; may assist in budget preparation and ongoing monitoring of budgetary performance; transcribe meeting notes.
  • Independently manage tasks and projects; research, analyze data, produce monthly reports, and may assist with budget preparation and reporting as assigned and required.
• Analyze the needs of the BCFS leadership, develop and implement processes for efficient operations; responsible for continued alignment with budget goals; demonstrate operational competence and ability to work independently.
• Greet guests in a friendly and pleasant manner; offer and provide refreshments to guests as required.
• Serve as liaison between BCFS leadership and other personnel.
• Effectively handle all types of communication, including internal and external constituents; provide support for correspondence. Meet with the Manager of Administration and designated executive(s) regularly to discuss and follow up on communication and activities. Keep the Manager of Administration informed of communication and activities handled in his/her absence.
• Effectively coordinate and provide logistical support for meetings as assigned by the Manager of Administration and designated staff. Attend meetings at various geographic locations to assist with location and event needs.
• Effectively maintain database information for designated executive(s) contacts by updating his/her electronic contact list accurately and timely.
• Effectively maintain and manage the calendar for the designated executive(s) and staff. Track appointments and other events. Respond to inquiries for meeting requests in a timely manner.
• Accurately and timely complete documentation and communication to register designated executive(s) and staff for various meetings and conferences as directed.
• Provide efficient office assistance as needed for designated executive(s) and BCFS leadership. Manage day-to-day inquiries, mail, communication, and issues as directed.
• Provide effective telecommunications support, answering phones, taking messages, and routing messages and requests to the appropriate person, in a timely and accurate manner. Accurately identify high priority callers and take immediate action to inform supervisor.
• Exercise discernment skills to identify, analyze, and determine effective management of all issues, concerns, and day-to-day communication in the office independently, one-on-one with supervisor and/or designated executive(s), and as a team. Make independent decisions in accordance with guidelines. Initiate professional assertiveness when necessary to handle matters.
• Accurately and timely…