Executive Assistant to CEO | Board & Travel Ops

Adssa; San Antonio (TX); Hybrid; USD 45,000 - 70,000; Full time

Job summary

ADSSA in San Antonio, TX is seeking an Executive Assistant to provide high‑level administrative support to the President/CEO, interfacing with management, board members, donors, volunteers and the community. You will manage meetings and agendas, coordinate travel, prepare reports and correspondence, handle confidential information, oversee office supplies, and support HR initiatives and events.

Education: Associate’s or Bachelor’s in Business or Office Management; minimum 3+ years of EA

Qualifications

• Associate’s or Bachelor’s Degree in Business or Office Management required.
• Minimum 3+ years of documented experience as an Executive Assistant, Administrative Assistant, or similar role.
• Notary Public preferred.
• Excellent written and oral communications.

Responsibilities

• Understands and manifests the Philosophy and Mission of ADSSA.
• Schedule, plan, and organize meetings, including setting up hospitality, coordinating IT support, preparing agendas, reminders, and correspondence.
• Draft agendas, transcribe minutes, and track formal resolutions for all board meetings, ensuring complete and timely publication to the Board Portal.
• Coordinate end-to-end travel logistics for executives, including booking flights, accommodations, ground transportation, and dining, while creating detailed itineraries and managing last-minute schedule adjustments.
• Assist the HR Department with daily operational tasks, including managing interview logistics, preparing orientation materials, tracking employee training compliance, and organizing company-wide HR initiatives and events.
• Prepares confidential executive level correspondence, reports and other complex documents and management of incoming and outgoing mail correspondence; including email and faxes.
• Maintain optimal office inventory levels, process timely supply orders, and schedule preventative maintenance and repairs for all office equipment to ensure uninterrupted administrative operations.
• Makes copies of correspondence or other printed materials as needed.
• Greet guests as soon as they arrive and determine appropriate staff to assist guests.
• Answer phone in a timely manner, screen and direct calls to proper department.
• Serve as the primary point of contact for external inquiries, professionally engaging with members of the public, clients, and patients to address concerns, deliver accurate information, and route complex requests to the appropriate team members.
• Maintain and organize physical and electronic filing systems, ensuring secure document storage, quick retrieval of records for staff upon request, and full compliance with data retention and confidentiality guidelines.
• Operate office machines such as photocopiers, scanners, facsimile, and shredder.
• Maintain confidentiality of all ADSSA data and information.
• Manage ADSSA contracts.
• Assist with Brand Central Marketing system as needed.
• Performs other duties as assigned.

Skills

Excellent written and oral comms

Education

Associate’s or Bachelor’s Degree in Business or Office Management

Notary Public preferred

Job description

ADSSA in San Antonio, TX is seeking an Executive Assistant to provide high‑level administrative support to the President/CEO, interfacing with management, board members, donors, volunteers and the community. You will manage meetings and agendas, coordinate travel, prepare reports and correspondence, handle confidential information, oversee office supplies, and support HR initiatives and events.

Education: Associate’s or Bachelor’s in Business or Office Management; minimum 3+ years of EA