Executive Assistant

First Liberty Institute; Plano (TX); On-site; USD 65,000 - 95,000; Full time

Job summary

First Liberty Institute is seeking an Executive Assistant to partner with the President and manage schedules, travel, communications, and priorities with excellence. The role requires coordinating meetings, preparing executive materials, and handling confidential information across internal and external stakeholders.

The ideal candidate has 5+ years of admin experience, including senior-level support, and strong MS Office skills. Some travel may be required.

Qualifications

• Minimum 5+ years of progressively responsible administrative experience.
• At least 3 years supporting a senior level executive.
• Must be able to maintain confidentiality and handle sensitive information.
• Proficient in Microsoft Office suite and email/calendar tools.

Responsibilities

• Provide comprehensive administrative support to the President with high accuracy and professionalism.
• Anticipate administrative and logistical needs and address issues proactively.
• Prepare correspondence, briefing documents, reports, and executive materials.
• Track commitments, deadlines and follow up on action items.
• Coordinate meetings, travel arrangements, and donor/partner engagements.
• Maintain accurate contact information and relationship records across departments.
• Handle routine matters independently with appropriate escalation when needed.
• Manage calendars, communications, travel itineraries, and expense reporting.

Skills

Communication skills

Discretion & confidentiality

Adaptability

Executive support

Education

Bachelor's degree preferred

Tools

Microsoft Office

Job description

First Liberty’s Executive Assistant serves as a trusted partner to the President, ensuring that schedules, travel, communications, relationships, expenses and administrative priorities are managed with excellence.

Responsibilities:

Executive & Administrative Support

• Provide comprehensive administrative support to the President, managing competing priority with a high degree of accuracy, professionalism and confidentiality.
• Anticipate the President’s administrative and logistical needs and proactively address issues before they become obstacles.
• Prepare correspondence, meeting materials, briefing documents, reports, presentations, and other executive level materials.
• Track commitments, decisions, action items, deadlines, and follow-up activities to ensure timely completion.
• Maintain accurate contact information, notes, correspondence, records and ensure important information is readily accessible.
• Serve as a central point of coordination between President and internal department, leadership, board members, and external stakeholders.
• Handle routine matters independently and appropriately escalates matters requiring the President’s attention.
• Maintain accurate contact information, notes, correspondence, and appropriate relationship records.
• Coordinate meetings, calls, acknowledgements, correspondence, and follow-up activities on behalf of the President.
• Other duties as assigned

Calendar & Schedule Management

• Manage the President’s complex and frequently changing calendar with exceptional attention to detail.
• Coordinate internal and external meetings, donor appointments, client and constituent engagements, speaking engagements, board activities, and other commitments.
• Evaluate scheduling requests based on organizational priorities and ensure the President’s time is allocated effectively.
• Proactively identify scheduling conflicts and recommend solutions.
• Ensure the President is appropriately prepared for meetings by providing agendas, background information, contact details, travel information, and other relevant materials in advance.
• Maintain sufficient flexibility to respond to last minute schedule changes and urgent priorities.

Travel Planning and Coordination

• Manage a travel intensive schedule, including complex and multi-city itineraries.
• Coordinate air travel, ground transportation, lodging, meeting locations, and other logistical arrangements.
• Prepare detailed itineraries containing confirmation information, contact details, meeting schedules, transportation arrangements, and other
• Monitor travel plans and proactively manage delays, cancellations, itinerary changes, and other disruptions.
• Coordinate closely with hosts, donors, partners, event organizers, and internal staff to ensure seamless travel and meeting logistics.
• Maintain awareness of applicable travel documentation and requirements for international travel.
• Maintain timely, complete, and accurate expense reporting for the President.
• Collect, organize, reconcile, and submit receipts, credit card documentation, travel expenses and related records in accordance with First Liberty policies.
• Ensure expenses are properly documents, categorized, and submitted within established deadlines.
• Coordinate with Finance & Accounting to resolve discrepancies and maintain accurate records.

Requirements

• Must agree with and sign First Liberty’s Articles of Faith
• Bachelor's degree preferred; equivalent combination of education, training,a nd relevant executive-level administrative experience considered
• 5+ years progressively responsible administrative experience, including at least 3 years supporting a senior level executive
• Must possess computer skills, with proficiency in Microsoft Office applications
• Excellent written and verbal communication skills with ability to adapt communication style to different audiences
• Ability to maintain confidentiality
• Ability to travel occasionally

Physical Requirements

• Prolonged periods of sitting while working on a computer, and using standard office equipment
• Ability to sit, stand, walk, bend, reach, and move throughout the office as needed