Executive Assistant to the CEO

Allies In Hope; Houston (TX); On-site; USD 60,000 - 85,000; Full time

Job summary

Allies In Hope in Houston is seeking an Executive Assistant to support the CEO and collaborate with the Executive Team. The role requires onsite presence to coordinate communications, calendar, meetings, and travel, while ensuring confidential handling of sensitive information.

You will prepare materials for board meetings, arrange agendas, take minutes, brief the CEO, and ensure follow-up on action items. Strong organizational, written and verbal skills, discretion, and proficiency with MS

Qualifications

• Bachelor’s degree in business administration, communications, nonprofit management, or related field; equivalent experience may be considered.
• 5+ years of executive-level administrative support experience, preferably in a nonprofit, government, or mission-driven organization.
• Exceptional organizational and time-management skills, with the ability to manage multiple priorities and meet deadlines in a fast-paced environment.
• Strong written and verbal communication skills, including the ability to draft correspondence, prepare presentations, and communicate professionally with internal and external stakeholders.
• High level of discretion and integrity, with proven ability to handle confidential information responsibly.
• Advanced proficiency in Microsoft Office Suite, Google Workspace, video conferencing platforms, and CRM or donor-management software.
• Demonstrated ability to work independently, take initiative, and anticipate needs.
• Strong interpersonal skills, with the ability to work effectively with board members, donors, community partners, and diverse staff teams.

Responsibilities

• Support the CEO onsite and coordinate with the Executive Team on priorities and initiatives.
• Prepare internal and external communications and manage calendar and scheduling for CEO and executives.
• Coordinate board and committee meetings, including minutes, agendas, and materials distribution.
• Set up and manage video calls and AV support; act as primary contact for staff on conferencing platforms.
• Ensure timely follow-up on action items and maintain board/committee rosters and files.
• Travel planning and logistics for the CEO and executive team.
• Assist other executives with projects as assigned by the CEO.

Skills

Executive support

Nonprofit experience

Time management

Communication skills

Discretion and integrity

MS Office

Google Workspace

Video conferencing

CRM / donor software

Stakeholder relations

Education

Bachelor’s degree in business administration, communications, nonprofit management, or related field

Tools

Microsoft Office Suite

Google Workspace

Video conferencing platforms

CRM / donor-management software

Job description

SUMMARY:

Reporting to the Chief Executive Officer, this position will work closely with the CEO to help accomplish agency initiatives, while facilitating effective relations with our Board, Committees, donors, staff, volunteers, and other key stakeholders.Additionally, this role will be a critical support for the CEO and Executive Team by managing various administrative activities.

TRUST AND CONFIDENTIALITY:

Because this role has direct access to confidential and strategic information, the Executive Assistant must demonstrate impeccable judgment, uphold the highest standards of confidentiality, and foster unwavering trust with the CEO and organization.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Core duties and responsibilities include the following. Other duties may be assigned.

• This role is require to be onsite to support the Chief Executive Officer.
• Preparation of effective internal and external communications
• Time and calendar management, including scheduling appointments and meetings
• Meeting coordinator, including organizing all necessary arrangements (online or in-person for CEO, C-Suite, Board and Committee meetings and staff gatherings; preparing the monthly board of directors packages and taking minutes for the monthly meetings; coordinate and schedule appointments using Outlook, providing coordination, preparation and reminders
• Set up and manage video calls, acting as a primary contact for staff on matters relating to audio and video calling platforms
• Ensure consistent communication with CEO to discuss priorities, progress and/or challenges
• Send reminders to event and meeting attendees
• Manage ongoing processes and special projects
• Receive and screen communication including incoming mail, telephone calls and e-mail messages, using independent judgement to determine those that require priority attention
• Collect, compile and distribute meeting materials, ensuring meeting participants are prepared
• In coordination with the Executive Team, prepare and brief CEO for meetings
• Prepare and distribute meeting minutes
• Proactively identify and conduct follow-up actions
• Maintain Board and Committee rosters and contacts
• Maintain CEO and Board files
• Perform administrative and office activities including but not limited to answering phones, responding to e-mail, writing correspondence, copying, faxing, filing, completing mail-outs, assembling packets, etc.
• Proactively identify opportunities to advance productivity, efficiency, process and technology improvements
• Travel planning and logistics including conference registration
• Assisting other members of the Executive Team with projects as assigned by CEO
• Other duties as required

Agency Compliance:

• Consistently at work and on time; ensures work responsibilities are covered when absent; arrives at meetings and appointments on time.
• Follows instructions; takes responsibility for own actions; keeps commitments; commits to long hours of work when necessary to reach goals; completes tasks on time or notifies appropriate person with an alternate plan.
• Reads, understands, and follows agency Policies and Procedures.
• Maintains appropriate levels of documents regarding files, reports, correspondence, personnel and financial paperwork.
• Understands and adds to the outcomes and progress of departmental goals.
• Attends department, agency-wide staff meetings and other meetings as scheduled.
• Communicates proactively and professionally with peers and stakeholders in-person, through phone and emails.
• Follow all regulatory requirements for reporting suspected abuse or neglect.
• Must have proven record of successfully working in diverse environments

REQUIRED QUALIFICATIONS

• Bachelor’s degree in business administration, communications, nonprofit management, or a related field; equivalent experience may be considered.
• 5+ years of executive-level administrative support experience, preferably in a nonprofit, government, or mission-driven organization.
• Exceptional organizational and time-management skills, with the ability to manage multiple priorities and meet deadlines in a fast-paced environment.
• Strong written and verbal communication skills, including the ability to draft correspondence, prepare presentations, and communicate professionally with internal and external stakeholders.
• High level of discretion and integrity, with proven ability to handle confidential information responsibly.
• Advanced proficiency in Microsoft Office Suite, Google Workspace, video conferencing platforms, and CRM or donor-management software.
• Demonstrated ability to work independently, take initiative, and anticipate needs.
• Strong interpersonal skills, with the ability to work effectively with board members, donors, community partners, and diverse staff teams.

PREFERRED QUALIFICATIONS

• Experience supporting a CEO, Executive Director, or senior C-suite leader.
• Familiarity with nonprofit governance, including board relations, meeting preparation, and minutes.
• Experience with fundraising or development operations, event support, or donor stewardship.
• Knowledge of the HIV services sector or public health environment (if relevant to your organization