Executive Assistant

First-Liberty-Institute; Plano (TX); On-site; USD 65,000 - 90,000; Full time

Job summary

First Liberty Institute is seeking an Executive Assistant to support the President with complex scheduling, travel planning, and a range of executive-level tasks. This role requires discretion, proactive problem solving, and meticulous organization across internal departments and external stakeholders.

The ideal candidate will have 5+ years of admin experience, a Bachelor's degree or equivalent, strong Microsoft Office skills, and the ability to manage confidential information with

Qualifications

• Bachelor's degree preferred; equivalent education/experience considered.
• 5+ years of progressively responsible administrative experience, including at least 3 years supporting a senior executive.
• Proficiency in Microsoft Office applications.
• Excellent written and verbal communication skills; ability to adapt style to audiences.
• Ability to maintain confidentiality.
• Ability to travel occasionally.

Responsibilities

• Provide comprehensive administrative support to the President with accuracy, professionalism and confidentiality.
• Anticipate the President's administrative and logistical needs and address issues proactively.
• Prepare correspondence, briefing documents, reports, presentations, and other executive materials.
• Track commitments, decisions, action items, and deadlines and ensure timely completion.
• Coordinate meetings, calls, acknowledgements, correspondence, and follow-up activities for the President.
• Maintain accurate contact information, notes, and records and serve as a liaison with internal and external stakeholders.

Skills

Executive support

Scheduling

Confidentiality

Communication

Education

Bachelor's degree

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

• o Provide comprehensive administrative support to the President, managing competing priority with a high degree of accuracy, professionalism and confidentiality.


• o Anticipate the President’s administrative and logistical needs and proactively address issues before they become obstacles.


• o Prepare correspondence, meeting materials, briefing documents, reports, presentations, and other executive level materials.


• o Track commitments, decisions, action items, deadlines, and follow-up activities to ensure timely completion.


• o Maintain accurate contact information, notes, correspondence, and records and ensure important information is readily accessible.


• o Serve as a central point of coordination between President and internal department, leadership, board members, and external stakeholders.


• o Handle routine matters independently and appropriately escal…


• o Maintain accurate contact information, notes, correspondence, and appropriate relationship records.


• o Coordinate meetings, calls, acknowledgements, correspondence, and follow-up activities on behalf of the President.


• o Other duties as assigned

Calendar & Schedule Management

• o Manage the President’s complex and frequently changing calendar with exceptional attention to detail.


• o Coordinate internal and external meetings, donor appointments, client and constituent engagements, speaking engagements, board activities, and other commitments.


• o Evaluate scheduling requests based on organizational priorities and ensure the President’s time is allocated effectively.


• o Proactively identify scheduling conflicts and recommend solutions.


• o Ensure the President is appropriately prepared for meetings by providing agendas, background information, contact details, travel information, and other relevant materials in advance.


• o Maintain sufficient flexibility to respond to last minute schedule changes and urgent priorities.

Travel Planning and Coordination

• o Manage a travel intensive schedule, including complex and multi-city itineraries.


• o Coordinate air travel, ground transportation, lodging, meeting locations, and other logistical arrangements.


• o Prepare detailed itineraries containing confirmation information, contact details, meeting schedules, transportation arrangements, and other


• o Monitor travel plans and proactively manage delays, cancellations, itinerary changes, and other disruptions.


• o Coordinate closely with hosts, donors, partners, event organizers, and internal staff to ensure seamless travel and meeting logistics.


• o Maintain awareness of applicable travel documentation and requirements for international travel.


• o Maintain timely, complete, and accurate expense reporting for the President.


• o Collect, organize, reconcile, and submit receipts, credit card documentation, travel expenses and related records in accordance with First Liberty policies.


• o Ensure expenses are properly documents, categorized, and submitted within established deadlines.


• o Coordinate with Finance & Accounting to resolve discrepancies and maintain accurate records.

Requirements:

• o Must agree with and sign First Liberty’s Articles of Faith


• o Bachelor's degree preferred; equivalent combination of education, training,a nd relevant executive-level administrative experience considered


• o 5+ years progressively responsible administrative experience, including at least 3 years supporting a senior level executive


• o Must possess computer skills, with proficiency in Microsoft Office applications


• o Excellent written and verbal communication skills with ability to adapt communication style to different audiences


• o Ability to maintain confidentiality


• o Ability to travel occasionally

Physical Requirements:

• o Prolonged periods of sitting while working on a computer, and using standard office equipment


• o Ability to sit, stand, walk, bend, reach, and move throughout the office as needed