Executive Assistant

Beacon Hill (BH) is a non-profit organization, www.beaconhillprep.org, and we are looking for an Executive Assistant to provide administrative support and perform clerical functions for the President/CEO. This position also assists the President/CEO in management of the Board of Directors (Board) and serves as a liaison / contact for the Board. The ideal candidate will have excellent organizational skills, strong communication abilities and be detail-oriented. 

As an extension of the Office of the President/CEO, the Executive Assistant position will provide support to the President/CEO, Board, Executive Leadership Team and Leadership team and other departments as designated. 

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.   
  

• Set up donor meetings as directed by the President/CEO and Development team. 

• Set up, prepare and attend Leadership team meetings at the direction of 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). This includes but is not limited to flights, hotels, conference registrations, and manages 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. 

• 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 for the day or week.

• Serve as Point of Contact to schedule a 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.  

  Personal assistance 

• Order lunch as needed.

• Aid with organizing items delivered to Executive office (Suite 257). 

• 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. 

 OTHER DUTIES: 

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. 

Must act in accordance with BH mission statement and goals. 

SKILLS: Required - Have proficient knowledge in Windows, Microsoft Office 365 and Excel. Preferred: Posses ability to quickly learn new software preferred.  Donor database software, Asana (or project management system) knowledge a plus.  
Preferred: Prior experience working with a nonprofit Board of Directors.

QUALIFICATIONS:  Must be able to type quickly. Have ability to learn new software quickly. 
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

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

LANGUAGE SKILLS:  Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.  Ability to write routine reports and correspondence and speak effectively to all customers. Excellent verbal and written communication skills is required. Bilingual is a plus. 

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: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Frequent prolonged sitting, regular and predictable attendance occasional lifting of up to 20 pounds. 

CERTIFICATIONS AND/OR LICENSES: Must possess a valid Texas driver's license and proof of current auto liability insurance.  Must be able to drive during day and night hours and have reliable transportation. 

Reports to: President/CEO

Days: 4-5 per week 

Hours: 32 hours per week to start. (Potential of becoming Full-Time quickly.)

Pay Rate: $19.00 - $23.00 per hour

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.