Executive Administrative Assistant

Description

Provide administrative support to MAC President and MAC Senior Leadership Team handling information requests, performing routine administrative functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings. Perform other duties as assigned.

• Embodying and Living MAC Core Values – In everyday activities, in the service of MAC Members and partners always remembering to Empower, Include, Educate, and Innovate.
• Time Management – Managing one's own time and the time of others.
• Initiative – Requires a willingness to take on responsibilities, challenges and being accountable.
• Attention to Detail – Requires being careful about detail and thorough in completing work tasks.
• Communication – Requires being clear and concise with your intentions and expectations.
• Critical Thinking – Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems.

• High school diploma or equivalent or associate degree.

• Two years’ experience working in executive level administration.

• Proficiency in Microsoft Office, Adobe, and networking conferencing software.
• Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
• Ability to work collaboratively and effectively in a close team environment.
• Ability to interact with funders, grantors, board members, visitors, and fellow employees in responsible, courteous manner to ensure a positive and professional environment.
• Ability to work with in a fast-paced environment.
• Ability to work independently and follow through on assignments with minimal direction.

• Manage and maintain MAC Presidents’ schedules.
• Prepare invoices, reports, memos, letters, financial statements, and other documents, using word processing, spreadsheet, database, or presentation software.
• Open, sort, and distribute incoming correspondence, including mail, faxes, and email.
• Greet visitors and determine whether they should be given access to specific individuals.
• Prepare agendas and arrange, such as coordinating catering for luncheons, for committees, board, and other meetings.
• Serve as an essential link between MACers and MAC Leadership.
• Support MAC Committees as assigned; attend meetings to record minutes; compile, transcribe, and distribute minutes of meetings.
• Set up and oversee administrative policies and procedures.
• Review operating policy and procedures to determine whether improvements can be made in areas such as workflow, reporting procedures, or expenditures.
• Performs all other duties as assigned.

• Position is based in both the standard office environment and possible travel to meetings and outreach events.
• Core business hours are Monday through Friday, 8 a.m. – 5 p.m.
• After-hours work required from time to time, including evenings and weekends;

• Job requires accuracy and attention to detail, organizational, and time management skills, while maintaining high levels of initiative to work within specific timelines.
• Uses best practices and demonstrates up-to-date knowledge and skills in technology.
• Must present a neat, clean, well-groomed, professional appearance.
• Must have a receptive and retentive mind and a memory for details.
• Must exhibit good judgment, adaptability, persuasiveness, self-confidence, and an optimistic attitude.
• Must have a valid Texas driver’s license, and a reliable vehicle with the minimum auto insurance required by the State – must keep license and insurance current.