Executive Assistant - St. David's Foundation
Austin, TX
About the Job
Job Title: Executive Assistant
FLSA Status: Exempt
Reports To: Vice President of Community Programs
JOB PURPOSE
The Executive Assistant provides administrative support for the Vice President of Community
Programs, Director of Dental Programs, and Director of Community Affairs to maximize the
effectiveness and efficiency of the Foundation's community programs. The Executive Assistant
plans, coordinates, implements, executes, and completes specific projects for the Vice
President and Directors, ensuring consistency with organizational strategy, commitments, and
goals.
The performance of the Executive Assistant is evaluated by the Vice President of Community
Programs.
RESPONSIBILITIES
1. Provide administrative support for the Vice President and Directors to maximize the
efficiency and effectiveness of their work, including some administrative support for their
teams.
2. Plan, coordinate, implement, execute, and complete specific projects for the Vice President
and Directors, ensuring consistency with organizational strategy, commitments, and goals.
3. Manage and triage critical contacts and communications for the Vice President and
Directors.
4. Proactively manage calendars and schedule appointments.
5. Ensure that the Vice President of Community Programs and Directors are thoroughly
prepared for all meetings, speaking engagements, and events, including preparing meeting
materials and talking points and providing relevant information about attendees as
appropriate.
6. Perform administrative management duties, including preparation of high-quality
presentations and documents.
7. Help promote consistent and regular communication across the Dental Program through
periodic updates, newsletters and other correspondence.
8. Support the Dental Leadership Team with agendas, meeting set-up and summaries,
initiatives, and projects on both the operations and clinical side, including communication
with any external guests or speakers and coordinating conferences.
9. Identify and implement opportunities to build a positive and productive team culture across
the Dental Program.
10. Provide timely support to the Community Affairs team around Toast of the Town, including
assisting with event logistics, communication with hosts and sponsors and general troubleshooting.
11. Manage and coordinate travel plans and prepare expense reports, including transportation,
lodging, conference registrations, and detailed directions and itinerary related details.
12. Prepare appropriate materials related to Board and Board Committee meetings, as needed.
13. Perform other duties as assigned by management.
SKILLS AND COMPETENCIES
1. Strong relationship management skills, with the proven ability to work well with various
personalities.
2. Superior verbal, interpersonal, written, and listening communication skills, with proven
ability to communicate information diplomatically, concisely and professionally with
internal and external audiences.
3. Demonstrated ability to gather information, perform analysis, and present results to
executive decision makers.
4. Exceptional service ethic and skills, including effective interactions, responsiveness,
resourcefulness, and follow-through.
5. Superior organizational, project management, and time management, with the ability to
successfully handle multiple priorities simultaneously.
6. Demonstrated experience in working with sensitive information and ability to maintain
confidentiality.
7. Demonstrated ability to effectively manage multiple challenging areas of responsibility
simultaneously with little to no oversight.
8. Demonstrated ability to collaborate and effectively participate in a multidisciplinary team
environment.
9. Self-motivated and proactive, with demonstrated ability to exercise independent judgment
and initiative on projects.
10. Excellent data management and analytical skills, with high attention to details.
11. Demonstrated ability to be a welcoming, kind, and positive representative of the
Foundation both externally and internally.
REQUIRED QUALIFICATIONS
1. Bachelor's degree, or equivalent experience.
2. Minimum of five years of senior level administrative management and/or executive level
administrative support experience.
3. High computer proficiency in Microsoft Office applications, including Word, Excel, Outlook,
and PowerPoint.
4. Reliable transportation for travel to multiple worksites within five Central Texas counties.
PREFERRED QUALIFICATIONS
1. Bachelor's degree in Business Administration, Management, or other related degree.
2. Minimum of seven years of senior level administrative management and/or executive level
administrative support experience.
3. Non-profit experience and/or healthcare experience