Administrative Assistant

We are seeking a highly motivated and organized Administrative Assistant to provide comprehensive support to the Chief Strategy and Impact Officer (CSIO) and Chief Advancement Officer (CAO) of our dynamic organization. The ideal candidate will be a proactive self-starter with the confidence to manage critical tasks independently, while maintaining a humble and service-oriented approach. This role is essential in ensuring that our leaders can focus on strategic priorities by effectively managing their schedules, coordinating key projects, and assisting in the implementation of the organization's strategic plan.

Key Responsibilities:

1. Schedule Management:
• Manage and optimize the daily and long-term schedules of the CSIO and CAO, ensuring alignment with organizational priorities.
• Coordinate meetings, appointments, and events, including preparation of agendas, minutes, and follow-up actions.
• Anticipate scheduling conflicts and proactively resolve them.
2. Project Coordination:
• Assist in the planning, coordination, and execution of organizational projects and initiatives.
• Track progress of projects, ensuring deadlines are met and stakeholders are kept informed.
• Prepare reports, presentations, and documentation as required for project updates.
3. Strategic Plan Implementation:
• Support the CSIO and CAO in executing the organization's strategic plan by coordinating tasks and monitoring key milestones.
• Collaborate with internal teams to ensure alignment with strategic goals and facilitate communication across departments.
• Provide analytical support and gather data to inform decision-making.
4. Communication and Liaison:
• Serve as a key point of contact between the executive team and internal/external stakeholders.
• Draft, edit, and proofread correspondence, presentations, and reports on behalf of the CSIO and CAO.
• Maintain confidentiality and handle sensitive information with discretion.
5. Administrative Support:
• Manage travel arrangements, including booking flights, accommodations, and transportation.
• Process expense reports and handle other financial documentation as needed.
• Organize and maintain electronic and paper files, ensuring easy access to important documents.

Key Competencies:

• Proactive and Self-Motivated: Ability to anticipate needs and take the initiative without requiring constant direction.
• Organizational Skills: Strong ability to prioritize tasks, manage time effectively, and maintain a high level of productivity.
• Attention to Detail: Meticulous in managing complex schedules, coordinating projects, and ensuring the accuracy of all work.
• Communication: Clear, concise, and professional in all forms of communication, with an emphasis on active listening and diplomacy.
• Adaptability: Flexible and able to pivot in response to changing priorities or unexpected challenges.
• Confidence with Humility: Comfortable working with high-level executives, yet approaches the role with a service-oriented mindset and low ego.

Qualifications:

• High school diploma/GED 
• Minimum of 5 years of experience in an executive assistant or similar role, preferably within a non-profit or mission-driven organization
• Proven ability to manage multiple tasks simultaneously with a high degree of accuracy and attention to detail
• Strong interpersonal skills with the ability to interact effectively with diverse groups of people
• Excellent written and verbal communication skills
• High level of proficiency with office software, including Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• Ability to work independently, take initiative, and solve problems with minimal supervision
• Demonstrated ability to handle confidential information with integrity
• A low-ego, team-oriented approach, with a willingness to pitch in where needed

This position is a fulltime, salaried non-exempt position. Meals on Wheels Central Texas offers excellent benefits:

• 25 days of PTO
• Company-paid holidays
• Generous bereavement and parental leave
• Professional development
• Family & pet friendly work environment
• Position is eligible for hybrid work dependent on work, manager, organizational objectives
• Medical, dental, and vision insurance:
  • Eligibility: 1st of the month following 60 days of employment
  • MOWCTX will pay 100% of employee-only medical premium
  • Dental and vision insurance paid by employee
• Health savings account (HSA – tied to high deductible medical plan)
• Voluntary flexible health and dependent care spending accounts
• Company paid life, accidental death & dismemberment (AD&D), short term disability (STD) and long term disability (LTD) insurance
• 401k retirement plan:
  • Eligibility: 1 year of employment and 1,000 hours of service
  • Company contribution 4% of gross pay

All qualified applicants will receive consideration for employment without regard to race, color, religion, national origin, gender, sexual orientation, gender identity or expression, genetic information, disability, veteran status, sex or age or any other legally protected status.