Executive Assistant

COMMUNITIES IN SCHOOLS OF SOUTH CENTRAL TEXAS, INC.

Communities In Schools of South Central Texas has a successful 30-year history of providing a myriad of services to students and their families. The program is part of a national network of nonprofits called “Communities In Schools” that provides direct professional services to students who are at‑risk of dropping out of school and who may need additional assistance in their daily lives.

The organization is well‑respected and has grown tremendously over the past years.

Serving 7 school districts across four counties, the organization has a budget of approximately $5.4 Million and serves approximately 40,000 students and young adults with preventive and intervention services. We see our employees as part of our CIS Family and help each employee grow in the areas they want to develop.

The six components that make up CIS of South Central Texas are supportive guidance and counseling, health and human services, parental and family engagement, college and career awareness, educational enrichment, and academic support.

The Executive Assistant provides high‑level administrative and operational support to the Chief Executive Officer, may support the executive management team at the discretion of the CEO, and the Board of Directors in day‑to‑day activities. This role requires the ability to prioritize and manage multiple tasks simultaneously while exercising sound judgment, decision‑making, and problem‑solving skills. The ideal candidate proactively anticipates the needs of leadership and adapts quickly to shifting priorities, demonstrating exceptional attention to detail and a high level of effective communication.

A high level of discretion and professionalism is essential, along with a commitment to delivering outstanding customer service to internal and external partners and stakeholders. This position requires superior initiative, judgment and discretion, ability to maintain confidentiality, proficiency with technology, excellent written and oral communication skills, a high level of accuracy, time‑management skills, and the ability to work successfully with a variety of personalities and individual styles in a professional manner.

The essential functions include but are not limited to the following:

1. Executive & CEO Support

• Provide comprehensive administrative and operational support to the CEO, contributing to the advancement of the organization’s mission.
• Manage CEO correspondence, including email and phone communications, with professionalism, timeliness, and discretion.
• Coordinate and manage the CEO’s calendar, aligning priorities and scheduling complex meetings with internal and external stakeholders.
• Brief the CEO on daily meetings, activities, and deadlines.
• Track progress on special projects and provide timely updates to support execution.
• Reconcile CEO expenses and prepare invoices.
• Manage contract lifecycle processes for CEO and Board approvals.
• Handle sensitive matters with the highest level of confidentiality and judgment.

2. Board Governance & Support

• Prepare Board of Directors meeting materials, attend board meetings and board committee meetings, send meeting reminders, and record accurate minutes.
• Use Google Suite platform to ensure timely access to board documents.
• Maintain organized Board and committee records, including rosters, biographies, and key documents.
• Support Board leadership and committees to strengthen governance and engagement.
• Track board volunteer hours.

3. Stakeholder, Donor & Community Engagement Support

• Maintain a strong understanding of organizational programs and services to serve as a knowledgeable resource.
• Maintain donor database accuracy; generate reports and prepare acknowledgment letters.
• Track volunteer engagement and in‑kind contributions and prepare impact reports.
• Serve as a welcoming first point of contact for clients, partners, and visitors.

4. Meeting & Event Coordination

• Coordinate logistics for meetings, trainings, and organizational events (e.g., invitations, RSVPs, setup, hospitality).
• Support planning and execution of internal and external meetings.
• Pr…