Executive Assistant - BEACON HILL

Beacon Hill (BH) is a non-profit organization, beaconhillprep.org, and we are looking for a full-time Executive Assistant to provide administrative and general support to the President/CEO, assist the President/CEO in management of the Board of Directors (Board) and serve as a liaison/contact for the Board, support the Executive Leadership team, Leadership team and other departments as designated. The ideal candidate will have excellent organizational skills, excellent communication skills and be detail-oriented. 

ESSENTIAL DUTIES AND RESPONSIBILITIES include, but not limited to:

• Create capacity that allows the President/CEO to focus on important tasks and operate as an effective and efficient leader.

• Provide Executive Leadership team support with activities including any committee or organizational responsibilities related to BH work.

• Schedule appointments and write correspondence for the President/CEO and other Board members as requested; manage President/CEO's calendar, including schedule all meetings and other appointments.  Ensure smooth and timely transitions between meetings during the day.   
  

• Schedule, prepare and attend meetings (i.e. donor, Leadership team, Development, etc.) as directed by the President/CEO.

• Maintain documents of the President/CEO and BH licensing requirements. 

• Maintain and update frequently used documents and spreadsheets in shared drives.  

• Make all travel arrangements for the President/CEO, Board and Leadership team (when needed). Includes but is not limited to flights, hotels, conference registrations, and manage all room assignments for C-suite meetings.   

• Screen requests for speaking engagements; respond to public requests for information regarding BH at direction of President/CEO.   

• Provide accounting support, purchase orders, reimbursement requests, expense reports, and credit card reconciliations for President/CEO. 

• Provide Board support - arrange all meetings, take and transcribe board meeting minutes, maintain attendance logs, prepare monthly board packets, compile notebooks, and other activities as needed. 

• Organize relevant reports, President/CEO files and filings, strategic plan portfolio, documents and materials required for Board and task forces – maintains up to date information on the Board portal (SharePoint).  

• Maintain/confirm reservation lists for agency events and tables purchased for third party events as requested. 

• Provide support to Development department with any tasks assigned as directed. 

• Position is exposed to sensitive and confidential information – employee must maintain a strict level of confidentiality at all times. 
  
  Executive Assistant   

• Assist with timekeeping, calendar management and inform the President/CEO when to transition from meeting to meeting (Primary). 

• Inform the President/CEO about meetings on a daily and weekly.

• Serve as Point of Contact to schedule meetings with the President/CEO.

• Support the Board by arranging all board meetings, take and transcribe board minutes, maintain attendance logs, prepare monthly board packets, compile notebooks, and other activities as needed. 

• Support Leadership Team meetings by arranging meetings, take and transcribe minutes, help track Leadership Team goals and objectives, compile meeting notes, and other activities as needed. 

• Assist with protecting the President/CEO’s time & inform the President/CEO when to transition from meeting to meeting.

• Ensure all correspondence coming from President/CEO's office is completed in a timely and accurate manner.

• Collaborate and communicate with Leadership team and other team members within BH to achieve BH objectives.

• Maintain a strict level of security and confidentiality.

• Check Mail on a daily basis.  

• Office Receptionist (Assist when needed) - (Secondary).

• Answer any calls that are not directed to a specific department.

• Open & close the office in the morning and/or evening.

• Handle walk-in inquiries.

• Receive orders, process orders and deliver to appropriate departments.

• Organize internal office supplies.

• Input of Room Reservations in absence of Special Events Coordinator.

• Assist the Programs department with delivering curriculum to walk-in private clients in the absence of Operations Coordinator. 

• Assist Operations Coordinator in managing and updating seasonal decorations in the office. 

• Assist the Operations Coordinator in separating and organizing campus supply deliveries accordingly in Room 136. 

• Provide support for all BH events – including but not limited to: staff meetings, special events, board events, etc. 
  
  Personal Assistance 

  • Order lunch as needed.

  • Aid with organizing items delivered to the Executive office. 

Other: In accordance with the team philosophy of BH, you will routinely be required to carry out or assist with other tasks in addition to the duties listed above. 

SKILLS: Required - Have proficient knowledge in Windows, Microsoft Office 365 and Excel. Ability to learn new software quickly. Remain calm and professional at all times even in stressful situations. 

Required - Ability to read and interpret complex documents such as safety rules, procedure manuals, operating and maintenance instructions.  Ability to write routine reports, correspondence and speak effectively to all BH employees, Board Members, Donors, Customers, etc. 

Preferred - Prior experience working with non-profit Board of Directors, working knowledge of donor database software and Asana (or other project management systems) and ability to type at least 55 words a minute. 

EDUCATION and/or EXPERIENCE:  College Degree preferred. High school diploma or general education degree (GED) required with five years administrative/clerical experience and/or training.  

MATHEMATICAL SKILLS:  Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.   

REASONING ABILITY:  Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.  Ability to deal with problems involving several concrete variables in standardized situations. Must be able to work independently and/or with direct supervision. 

PHYSICAL DEMANDS:  Frequent prolonged sitting, regular and predicable attendance and ability to lift up to 20 pounds on occasion. Must be able to drive during daytime and nighttime hours.

LICENSES AND OTHER: Must possess a valid Texas driver's license and proof of current auto liability insurance.  Must have reliable transportation. 

OTHER POSITION DETAILS: schedule 4-5 days per week, 36 - 40 hours per week, pay rate is $21.00 to $24.00 per hour (commensurate with experience). 

Benefits include: Medical, Vision, Dental, and Life Insurance

Reasonable Accommodations Statement To accomplish this job successfully, an individual must be able to perform, with or without reasonable accommodation, each essential function satisfactorily. Reasonable accommodations may be made to help enable qualified individuals with disabilities to perform the essential functions.

Equal Opportunity Employer: All qualified applicants regardless of color, race, ancestry, religion, sex, national origin, sexual orientation, age, citizenship, marital or family status, disability, gender identity or expression, veteran status, actual or presumed belonging to an ethnic group, or any legally protected status will be considered. 

Interested Candidates: Please submit your cover letter (either as a Word or PDF document) and resume describing your interest in this position and the unique skills and passion that you would bring. 

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