Executive Assistant

KIDS GRACE CHILD PLACING AGENCY; DeSoto (TX); On-site; USD 55,000 - 85,000; Full time

Job summary

KIDS GRACE CHILD PLACING AGENCY is seeking a Full-time Executive Assistant to work directly with the CEO at the DeSoto office. The role requires high-level administrative support, confidentiality, and strong organizational skills to manage a fast-paced environment in foster care and adoption services.

You will coordinate communications, prepare reports, and ensure deadlines are tracked while maintaining HIPAA protections and a trauma-informed approach for families and staff.

Qualifications

• Typing speed of 60 words per minute with 90% accuracy.
• Demonstrated experience with Microsoft Word, Excel, and PowerPoint.
• Ability to read, comprehend, and act on written material beyond a high school level.
• Maintain confidentiality of sensitive HIPAA-protected information.
• Must be at least 21 years old and able to pass background checks.

Responsibilities

• Provide high-level administrative support to the CEO, protecting time and priorities.
• Manage information flow into and out of the executive office and track deadlines.
• Serve as central contact for foster parents, staff, DFPS, HHSC, vendors, and partners.
• Assist with crisis and placement-emergency situations with calm, audit-ready output.

Skills

Typing 60 wpm

Organizational skills

Interpersonal communication

Confidentiality & HIPAA awareness

Problem solving

Education

Associate’s degree

High School diploma + 2 years admin experience + 1+ year customer service

Tools

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Outlook

Job description

Company Description

KIDS GRACE CHILD PLACING AGENCY is a Foster care and Adoption organization focused on supporting children and families through specialized placement services. Based out of Cedar Hill, Texas, the agency operates within a community-oriented environment that emphasizes care, safety, and stability for children. We are hiring a full-time Executive Assistant to work directly alongside our Chief Executive Officer at our DeSoto office. The Executive Assistant provides high-level, confidential administrative and operational support directly to the Chief Executive Officer of Kids Grace Child Placing Agency. This position functions as the primary administrative extension of the executive office and is responsible for protecting the CEO’s time, managing the flow of information into and out of the executive office, and ensuring that agency commitments, deadlines, and deliverables are tracked to completion.

• The Executive Assistant serves as a central point of contact for foster parents, agency staff, Single Source Continuum Contractors (SSCCs), DFPS and HHSC representatives, licensing personnel, contractors, vendors, and community partners.
• This is a fast-paced, interruption-heavy role that requires exceptional organization, sound independent judgment, advanced proficiency with technology and the Microsoft Office suite, the ability to manage multiple competing priorities simultaneously, and the composure to respond appropriately during crisis and placement-emergency situations. The Executive Assistant must be self-directed, anticipate needs before they are voiced, and consistently produce accurate, audit-ready work with minimal supervision.

What we’re looking for.

You are genuinely tech-savvy and proficient across Word, Excel, PowerPoint, and Outlook, comfortable with cloud storage, e-signature platforms, video conferencing, and fillable PDFs, and quick to learn new systems with minimal instruction. You type at least 60 words per minute with 90 percent accuracy. You read and comprehend well above a high school level — you can work through a contract, a policy, or a regulatory letter and tell the CEO what it means and what has to happen next. You are organized to the point that it is a reflex, you multitask without dropping items, you solve problems rather than elevate them prematurely, and you follow the chain of command in all facets of the work. You have a pleasant, friendly disposition and strong interpersonal communication skills, and you understand — or are eager to learn — how trauma affects foster and adoptive children.

MINIMUM QUALIFICATIONS

Applicants must satisfy either Option 1 or Option 2 below.

Option 1

• An Associate’s degree from an accredited college or university; or

Option 2

• High School diploma or equivalent; and
• Two (2) years’ experience in an administrative capacity
• One (1) or more years’ customer service experience

Required of All Applicants (Both Options)

• Typing speed: minimum 60 words per minute with 90% accuracy
• Demonstrated experience with Microsoft Word, Excel, and PowerPoint
• Pleasant, friendly disposition
• Strong interpersonal communication skills
• Demonstrated ability to read, comprehend, and act on written material at a level beyond a high school diploma, including policies, contracts, and regulatory documents
• Demonstrated organizational skills and the ability to multitask and prioritize in a high-volume environment
• Ability to maintain strict confidentiality of sensitive HIPAA-protected and case-related information
• Must be at least 21 years of age
• Must successfully pass all required background checks and screenings

PREFERRED QUALIFICATIONS

• Bachelor’s degree in Business Administration, Social Work, Human Services, Public Administration, or a related field
• Prior experience supporting an executive, owner, or administrator in a licensed health, human services, child welfare, or behavioral health setting
• Working knowledge of Texas child-placing agency operations, 26 TAC Chapter 749 Minimum Standards, DFPS systems, and Community-Based Care / T3C or SSCC contract structures
• Experience with case management, electronic health record, billing, or payroll platforms
• Advanced Excel skills, including pivot tables, lookup functions, and data validation
• Prior HIPAA privacy and security training
• Notary Public commission in the State of Texas, or willingness to obtain one
• Bilingual (English/Spanish)

KNOWLEDGE, SKILLS, AND ABILITIES

Language and Presentation Skills

Ability to read, analyze and interpret common scientific and technical journals, financial reports and legal documents. Ability to respond to common inquiries or complaints from clients, care providers or regulatory agencies. Ability to effectively present information to employees, management and public groups.

Ability to comprehend and implement annual training, specifically TBRI as it relates to TBRI office expectations.

• Writes clearly and correctly, with accurate grammar, spelling, punctuation, and professional formatting.
• Speaks clearly and courteously by telephone, in person, and in virtual meetings.
• Comprehends and follows complex written and verbal instructions with limited need for repetition.

Computation Skills

Ability to work with mathematical concepts such as probability and statistical inference. Ability to apply concepts such as fractions, percentages, ratios and proportions to practical situations. Familiarity with computers and their capabilities.

• Performs accurate arithmetic verification and reconciliation of numeric data.
• Recognizes when figures do not reconcile and investigates the cause rather than passing the error forward.

Analytical Ability

Ability to define problems, collect data, establish facts and draw valid conclusions. Ability to interpret an extensive variety of technical instructions in mathematical or diagram form and deal with abstract and concrete variables.

Have knowledge of trauma suffered by foster and adoptive children.

• Distinguishes urgent from important, and sequences work accordingly.
• Exercises sound independent judgment within the limits of assigned authority, and knows when to ask.

Abilities

Ability to listen and react in a crisis situation.

Ability to follow the chain of command in all facets of work.

• Ability to work independently with minimal supervision and to complete assignments accurately and on time.
• Ability to manage multiple competing priorities and frequent interruptions without loss of accuracy or composure.
• Ability to maintain professional boundaries and confidentiality at all times.
• Ability to accept and apply constructive feedback and direction.
• Ability to work respectfully and effectively with individuals of diverse backgrounds, cultures, and circumstances.
• Ability to remain trustworthy, dependable, and punctual, with reliable attendance.

CERTIFICATES, LICENSES, REGISTRATIONS, OTHER

Valid Driver’s License required. Must be at least 21 years of age.

• Current, valid Texas driver’s license and a driving record acceptable to the agency and its insurance carrier.
• Reliable personal transportation and current automobile liability insurance meeting agency minimum requirements.