Executive Assistant at UP PARTNERSHIP – SAN ANTONIO, Texas

Position Description: The Executive Assistant helps fulfill our mission to ensure all young people in Bexar County are ready for their future by playing a pivotal support role for the Executive Teams internal and external communications, meeting and event coordination, administrative management, and other duties as assigned. This position reports to the Chief Executive Officer. Specific responsibilities include:

• Serves as the administrative contact and liaison to the Board of Directors and Executive Team
• Responsible for scheduling and organizing Board of Directors meetings to include: prepare meeting agenda, records and distributes minutes or other records for meetings, communicates assignments to key staff, handling logistics (audio visual requirements, location directions, etc.), assigns calls to Board members, maintaining current board documents, and maintaining updated roster and RSVPs
• Maintain partners database entries for Executive Team
• Proofread and edit communications materials to be sent by Executive Team
• Arrange and manage travel for Executive Team including researching and assembling travel itineraries, booking travel, and submitting travel reports
• Cultivate and develop relationships with partners to address educational inequities

• Maintain the organizational calendar to proactively identify and minimize potential stressors before they arise
• Organize and coordinate the Executive Teams daily calendars including scheduling all meetings and events and facilitating logistics for those meetings and events; reschedule internal/external meetings when conflicts arise
• Proactively schedule meetings, fill out doodle polls, confirm Executive Teams participation in external meeting

• Maintain professionalism and strict confidentiality with all materials, and exercise discretion when interfacing with business
• Provide general research support to the Executive Team including reading and summarizing key correspondence for articles for review
• Prepare Executive Teams expense reports and reconcile expense
• Support the Operations team as needed with operations and finance tasks such as scheduling, providing org-wide meeting support, internal coordination, and fiscal management, as needed
• Support Executive Team in monday.com management, including provision of weekly updates for Senior Leadership Team
• Performs host duties for team meetings to include: set up and take down, ordering food, obtaining gifts and other items
• Anchor and positively contribute to organizational culture on a daily basis, including the routine modeling and reinforcement of UP Partnership values.
• Lead and/or support other UP Partnership initiatives and meetings as needed.

• Fiscal Management/Budget Management
• Organizational Effectiveness
• Organizational Efficiency/ Process Improvement
• Perceptive/Systems-thinker
• Project Management (including Grants)
• Strong knowledge of key Community Partners
• Technology (Word, Excel, PowerPoint, Zoom, Monday.com, etc.)
• Understanding non-profit organizations

Position Details: To apply for this position, please submit your cover letter and resume.