Executive Administrative Assistant

CenterSite, LLC; Texas; On-site; USD 42,000 - 54,000; Full time

Job summary

Gulf Bend Center is seeking an Executive Administrative Assistant to support the Executive Director and manage board-related activities at Gulf Bend Plaza in Victoria, TX. This full-time role requires strong organizational and communication skills, discretion, and the ability to coordinate meetings, travel, and documentation.

Responsibilities include preparing agendas, distributing board materials, maintaining records, handling confidential communications, and acting as a liaison with community

Qualifications

• High school diploma or GED and at least five years of experience in administrative roles.
• Non-profit experience is preferred.

Responsibilities

• Disseminates information; typing, filing, records maintenance, answering the telephone, and relaying messages.
• Maintains confidentiality in handling executive communications.
• Serves as contact with the public and community partners.
• Records minutes of all meetings; prepares meeting agendas with the Executive Director.
• Coordinates travel arrangements, purchase orders, and expense reports for leadership.
• Distributes board and PNAC meeting agendas to county clerks; posts agendas where required.
• Ensures Board materials and signatures are obtained promptly.

Skills

Relationship building

Communication skills

Task management

Confidentiality

Conflict resolution

Interpersonal skills

Code of Conduct

Customer service

Dress code

Fleet management

Education

High school diploma or GED

Tools

Microsoft Word

Excel

Outlook

Teams

Zoom

Job description

JOB TITLE: Executive Administrative Assistant

WORKSITE LOCATION: Gulf Bend Regional Plaza, 6502 Nursery Drive, Suite 100, Victoria TX 77904

SHIFT: Fulltime; Monday through Friday, 8:00am to 5:00pm

FLSA STATUS: Non-Exempt

EDUCATION AND EXPERIENCE

Required: High school diploma or GED equivalent and at least five (5) years of experience in increasingly responsible positions requiring knowledge of office practices and administrative procedures.

Preferred: Experience working in a non-profit environment.

ESSENTIAL FUNCTIONS and DUTIES

1. Disseminates information and performs typing, filing, records maintenance, answering the telephone, and relaying messages.
2. Handles confidential communication and executive responses with professional discretion.
3. Serves as contact with the public and GBC's community partners.
4. Records minutes of all meetings to document key decisions.
5. Works closely with the Executive Director to prepare meeting agendas (Board of Directors, PNAC).
6. Board packets sent to the Board of Directors three business days prior to board meeting.
7. Board agenda to be posted to GBC website and internally within three business days of the board meeting.
8. Distributes Board and PNAC meeting agendas to all seven county clerks one week prior to each scheduled meeting.
9. Post Board agenda to the Texas Secretary of State website at least 72 hours before meeting, in accordance with applicable requirements.
10. Coordinates assignments, programs, and other administrative matters within a program. Coordinates schedules, calendars, meetings, and other activities on behalf of the Executive Director.
11. Assists with the planning and preparation of reports and collection of data as requested by Executive Director.
12. Coordinates travel arrangements for conferences and consortia for the Executive Management Team.
13. Prepare purchase orders and expense reports for the Executive Management Team.
14. Ensures compliance with the Board of Directors file (ie. sends letters of reappointment and Board training).
15. Develops/maintains constructive and cooperative working relationships with GBC employees and community stakeholders/partners.
16. Responsible for obtaining signatures from the Board Chair no later than two business days upon receiving the document.
17. Writes thank you correspondence on behalf of GBC.
18. Serves as a member of the internal Event Planning committee and assists with the planning/coordination of organizational events.

A trauma-informed approach to care "realizes the widespread impact of trauma and understands potential paths for recovery; recognizes the signs and symptoms of trauma in clients, families, staff, and others involved in the system; and responds by fully integrating knowledge about trauma into policies, procedures, and practices, and seeks to actively resist re-traumatization." The six key principles of a trauma-informed approach include: safety; trustworthiness and transparency; peer support; collaboration and mutuality; empowerment, voice, and choice; and cultural, historical and gender issues (Substance Abuse and Mental Health Services Administration [2014]).

• The Three E's of Trauma: Events, Experiences, and Effects.
• The Four R's: Key Assumptions in a Trauma Informed Approach - Realization, Recognize, Respond, Resist Re-traumatization.

PHYSICAL REQUIREMENTS and ENVIRONMENTAL CHECKLIST

Abilities required to perform the essential and marginal tasks of this job: Walking, Operating office equipment, Standing, Operating motor vehicle, Light lifting (under 15 lbs.), Sitting, Ability to see, Identify colors, Light carrying (under 15 lbs.), Hearing (with aid), Ability to write, Ability to count, Ability to read, Simple grasping, Ability to tell time

Work site and environmental conditions that apply to this job: Travel by car 25% of the time, Inside, Working closely with others, Working alone

CRED/PRIV REQUIRED

No

DRIVING REQUIRED

Yes

KNOWLEDGE, SKILLS, ABILITIES, and COMPETENCY

1. Program Specific: Responsible for building and maintaining strong relationships both internally and externally. Acts as an ambassador of the Executive Director and Gulf Bend Center as a whole. Responsible for keeping GBC's collective purpose in view while bringing projects, initiatives, and collaborative efforts from concept to execution. Must successfully complete critical aspects of deliverable projects with a hands‑on approach or collaboration through others internally or externally. Requires the ability to be a resourceful generalist and project specialist working up, down, and across all levels of the organization.
2. Communication: Strong written and verbal communication skills to communicate clearly and effectively with strong organizational skills and the ability to interface effectively with all levels of the organization.
3. Task management: Ability to perform tasks effectively and efficiently and to handle multiple priorities in a confidential environment. Must have strong attention to detail. Ability to plan and schedule work and implement directives without constant supervision. Must have good organizational skills to achieve multiple deadlines.
4. Confidentiality: Ability to maintain a strict standard of confidentiality in handling sensitive information, reports, and correspondence.
5. Conflict resolution: Ability to solve problems and resolve issues.
6. Interpersonal skills: Interacts with employees' contractors, customers, community, family members, referral sources, governmental sponsoring and funding entities, program auditors, advocacy groups, and the media. Ability to work collaboratively with a team of staff to accomplish the efficient operation of the program by assisting coworkers, as necessary, to meet client needs and contract requirements with no verified complaints. Ability to work cooperatively and productively with supervisors, individuals, co‑workers, and groups of people at all levels of activity, contributing to a strong spirit of teamwork. Ability to establish and maintain effective working relationships with staff, other agencies and the public using tact, courtesy, and good judgment.
7. Code of Conduct, CORE Values: Work behavior must be compatible with Center's Core Values, Culture, Mission and Vision statements, and Policies and Procedures contributing to an environment of problem solving, building trust, conflict resolution, and customer service. Adheres to the professional, ethical and legal requirements set forth in the Center's business Code of Conduct as well as the Corporate Compliance Plan.
8. Customer service: Demonstrates appropriate responsiveness to internal/external customer needs.
9. Dress code: Adherence to Center Dress Code to present a professional appearance and conduct when representing the Center.
10. Fleet: Completes fleet checklist as required. Report all fleet problems directly to the Program Director within 24 hours of identifying problem. Uses GeoTab key fob in fleet vehicles and maintains road safety compliance.

OTHER REQUIREMENTS OR CONDITIONS

1. Current State of Texas Driver License or if you live in another state, must be currently licensed in that state. Liability insurance required.
2. Must be insurable by Center's liability carrier if employee operates a Center vehicle or drives personal car on Center business. Safe driving record as defined by Gulf Bend Center.
3. Must have computer experience to include Microsoft Word, Excel (beginner to intermediate level), Outlook, Teams, and Zoom. Ability to type 40 wpm. Ability to operate office equipment (copy machine, fax).
4. Must complete all training requirements prior to the due date. Attend required training and team meetings. Relias training and any other training required for the role per Center policy.
5. Must maintain regular and reliable attendance, including compliance with the telework agreement. This is a full-time position. Days and hours of work are Monday through Friday, 8:00am to 5:00pm or agreed upon hours 100% of the time, to ensure consistency and completeness of the program's processes. Evening and weekend work may be required as job duties demand.

AAP/EEO STATEMENT

Gulf Bend Center provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identify or expression, or any other characteristic protected by federal, state, or local laws.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.

OTHER DUTIES

Please note this job description is not designed to cover or contain a comprehensive list of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.