Executive Assistant - St. David's Foundation

Join our team at St. David's Foundation as our Executive Assistant and be part of advancing health equity in Central Texas.

The Executive Assistant will join the Foundation's Community Investments team, which works collectively to improve the health and well-being of our Central Texas neighbors through grantmaking efforts.

Reporting to the Vice President of Community Investments, this position will play a critical role in planning, coordinating, implementing, executing, and completing specific projects for the Vice President of Community Investments (VPCI) and other members of the Community Investments Leadership Team (CILT) and Director of Grants Management, ensuring consistency with organizational strategy, commitments, and goals.

RESPONSIBILITIES

Executive Scheduling

1. Manage the VPCI's calendar with discretionary authority to prioritize engagements and serve as the administrative lead. Interface with key leaders and stakeholders, including Board and Community Investment Committee members, internal stakeholders, and external leaders.
2. Ensure that the VPCI is thoroughly prepared for all meetings and events, including preparing meeting materials, logistics, and relevant information about attendees as appropriate.
3. Proactively manage calendars for other members of the CILT and the Director of Grants Management by scheduling appointments, including identifying and arranging opportunities for cross-foundation collaboration.

Strategic Support for Leadership Team

1. Oversee information and projects involving confidential information, including hiring and budget.
2. Build relationships across internal Community Impact teams (i.e., programs, communications, and learning & evaluation) and Operations teams (i.e., legal, finance, IT, HR) to facilitate effective communications across teams.
3. Organize work, establish timelines, and ensure materials are prepared for the Community Investment Committee, Board meetings, and other internal and external deadlines in a timely manner.
4. Liaise and support other Foundation executive assistants for activities including Board meeting planning.
5. Work closely with the Grants Management team to support internal contracts, honorariums, memberships, and other aligned tools for impact.
6. Perform other duties as assigned by the VPCI, other members of the CILT, and the Director of Grants Management that support the productivity of the team.

Project and Event Management

1. Support projects that drive team impact from concept to completion, in partnership with relevant stakeholders across the Community Investments team and the Foundation.
2. Organize topic-driven meetings with multiple individuals and/or organizations. Create agenda and take meeting minutes, as requested.
3. Plan and execute internal and external Foundation-led events and meetings including logistical support and stakeholder engagement.
4. Manage and coordinate travel plans and prepare expense reports, as requested, including transportation, lodging, and conference registrations.

Communication and Material Preparation

1. Develop communication materials, format presentations, and create documents to share information with the Board, staff, or community ensuring consistency with organizational branding and messaging.
2. Support distribution of materials to different internal and external audiences, including those containing sensitive information.

Office and Offsite Support

1. Perform administrative management duties, including electronic file organization to ensure that the team can access necessary information and work effectively.
2. Ensure that the team workspace is functional and enables collaboration and culture building.

REQUIRED QUALIFICATIONS

1. Minimum of five years of senior level administrative management and/or executive level administrative support experience.
2. Bachelor's degree, or equivalent experience.
3. High computer proficiency in Microsoft Office applications, including Word, Excel, Outlook, and PowerPoint.
4. Willingness and ability to travel to multiple locations within Central Texas.

PREFERRED QUALIFICATIONS

1. Minimum of seven years of senior level administrative management and/or executive level administrative support experience.
2. Bachelor's degree in Business Administration, Management, or other related degree.
3. Experience in working with a volunteer Board of Directors.
4. Non-profit experience and/or healthcare experience.
5. Bilingual in English and Spanish.