Executive Assistant

FirstDay Foundation; San Antonio (TX); On-site; USD 42,000 - 60,000; Full time

Job summary

FirstDay Foundation is seeking an Executive Assistant to support multiple Executives and ensure smooth operations across assigned programs in compliance with agency policies and federal/state requirements. The role demands high organization, discretion, and attention to detail in managing calendars, meetings, and travel, as well as drafting key documents.

The successful candidate will have an Associate's degree or certificate in Office Administration and at least 6 years of progressive

Qualifications

• Associate's degree/certificate in Office Administration required.
• Six years of progressive administrative experience.
• Excellent editing and typing skills (70 WPM).
• Valid driver's license and work eligibility status.
• Pass a criminal and driving background check.

Responsibilities

• Assist executive leadership with contract and legal affairs, including contract analysis.
• Manage confidential matters for executive leadership.
• Provide administrative support for executives, board of directors, councils, consultants, and other agency needs.
• Produce final drafts of minutes, manuals, rosters, grant requests and other executive documents.
• Collect, collate, and distribute information and maintain Headquarters data and files.
• Answer phone calls, maintain calendars, schedule meetings, arrange travel and logistics, attend and record meetings.
• Provide financial administrative assistance for invoicing, requisitions, expense reports and related items.
• Conduct in-depth research as assigned by executives and prepare executive summaries and reports.
• Support ongoing monitoring results and program data.

Skills

Editing

Typing speed

Administrative experience

Driver's license

Background check

Bilingual English/Spanish (preferred)

Education

Associate's degree or Certificate in Office Administration

Bachelor's degree

Tools

Microsoft Office 365

Job description

Minimum Qualifications

• Associate's degree or Certificate in Office Administration.
• Six (6) years of progressive administrative experience.
• Excellent editing and typing skills (70 WPM).
• Valid driver's license and work eligibility status.
• Pass a criminal and driving background check.

Preferred Qualifications

• Bachelor's degree.
• Knowledge of Non‑Profit administration.

Summary

The Executive Assistant supports multiple Executives within the FirstDay Foundation to assist in the smooth management and operation of assigned programs in accordance with agency policies and procedures and established federal and state requirements and standards.

Critical Action Items

• Assist executive leadership with contract and legal affairs, including contract analysis. Analyze contract requirements, special provisions, terms and conditions to ensure compliance with appropriate laws, regulations, corporate policies and business unit procedures.
• Manage confidential matters for executive leadership.
• Provide administrative support for executive leadership, board of directors, councils, consultants, and other agency needs.
• Produce final drafts of minutes, manuals, rosters, grant requests and miscellaneous executive documents.
• Collect, collate, and distribute information and maintain and organize Headquarters data and files.
• Answer phone calls, direct calls, maintain calendars, schedule meetings, reserve rooms/conference bridges, coordinate meeting travel and logistics, attend and record meetings.
• Provide financial administrative assistance for invoicing, requisitions, expense reports. Track resources, leases, contract agreements and other relevant programmatic items.
• Conduct in-depth research as assigned by executives, gather background information, prepare executive summaries and reports.
• Support the provision of ongoing monitoring results including data on programs.
• Support and participate in staff development, including completion of minimum training requirements as specified in state and federal standards, continuing professional development, and staff wellness initiatives.
• Manage the purchase order system including tracking receipts and invoices; contacting with vendors, contractors, suppliers, and the Accounting Office; and providing feedback, evaluation, motivation, and direction to staff.
• Manage the office suite for supplies, equipment, cleanliness, readiness for meetings/conferences etc.
• Support executive team, as needed, with travel, itineraries, and organizing all background materials in advance.
• Participate in scheduled meetings, as required.

Other Responsibilities

• Manage confidential matters for the President and executive team members including direct and frequent interactions with other executive level leaders.
• Provide administrative support for Executives including maintaining the office calendar, managing internal and external correspondence, researching topics, analyzing data/files, preparing executive summaries, and coordinating with other departments and external stakeholders.
• Track resources, leases, contract agreements and other relevant programmatic items for quality assurance.
• Prepare correspondence, memos, presentations, contracts, charts etc. and proofread copy for spelling/grammar and layout to ensure clarity and accuracy of documents.
• Supervise volunteers in clerical, data entry and other miscellaneous duties assigned.
• Maintain confidentiality.
• Support other special projects and perform other job duties as assigned.
• Maintain professional and ethical standards of conduct.

Measurable Deliverables

• Communication inquiries are acknowledged within the same business day.
• Meet all pre‑determined deadlines required by program and federal partners and executive staff.
• Correspondence and program documentation (e.g., meeting minutes) are grammatically correct and formatted using the established branding.
• Status reports, determined by ongoing oversight data, are produced for delivery to the governing body quarterly.
• Invoices are requisitioned within 24 hours of receipt.
• Meet all pre‑determined deadlines as required by executive staff.

Requirements

• Pass a pre‑employment drug screen and random drug screens throughout employment.
• Provide proof of work eligibility status upon request.
• Pass a pre‑employment and biennial criminal background checks, as required.
• Demonstrate computer literacy and proficiency in Microsoft Office 365 apps: Excel, PowerPoint, and Word.
• Demonstrate the ability to:
• Respond sensitively and competently to the needs of diverse internal and external contacts.
• Work collaboratively with other staff members, service providers and professionals.
• Maintain control and professional composure in a fast‑paced environment and manage accountability to multiple executive level staff at all times, ability to organize and prioritize duties and responsibilities.
• Maintain excellent customer service and problem‑solving skills to include the ability to be resourceful and think quick on your feet.
• Work effectively and without intensive supervision both independently and as a member of a multidisciplinary team.
• Master time management and ability to prioritize.
• Maintain professional and ethical standards of conduct outlined in employee handbook including demonstrating respect for agency staff, children, and community members and complying with required dress code at all times.
• Demonstrate a working knowledge of agency policies and procedures.
• Maintain confidentiality in all areas of program operations.
• Flexibility to travel, work evenings, weekends and holidays as needed or requested by supervisor.
• Communicate in writing and verbally in English and Spanish (preferred).

English (United States)

EEO Statement

In accordance with Title VII of the Civil Rights Act of 1964 and other applicable federal and state laws (e.g., the Age Discrimination in Employment Act (ADEA), and the Americans with Disabilities Act (ADA), it is our policy to provide equal employment opportunity and treat all employees equally regardless of race, religion, national origin, color, sex, or any other classification made unlawful or prohibited by federal, state and/or local laws, such as age, citizenship status, veteran or military status, or disability. This policy applies to all terms and conditions of employment, including hiring, promotion, demotion, compensation, training, working conditions, transfer, job assignments, benefits, layoff, and termination.

Applicants must be authorized to work for ANY employer in the U.S. We are unable to sponsor or take over sponsorship of an employment Visa at this time.

If you like to work with people that believe they can make a difference in the world, this is the company for you!