The Administrative Assistant to the President & CEO provides high-level administrative and personal support to the Chief Executive Officer of Educational First Steps (EFS). This role serves as the CEO's primary point of coordination, managing the calendar, email inbox, correspondence, travel, and personal errands so the CEO can focus on strategic leadership, partnerships, and fundraising. The ideal candidate is discreet, highly organized, anticipates needs before they arise, and is comfortable with a schedule that moves with the CEO's commitments.
Essential Duties and Responsibilities
- Own and manage the CEO's calendar, including scheduling, rescheduling, and confirming meetings, board engagements, donor visits, and community events.
- Prioritize competing requests and protect time for strategic work, preparation, and travel.
- Coordinate across time zones and with internal staff, board members, funders, and external partners.
- Prepare daily and weekly schedule summaries with meeting materials, locations, attendees, and briefing notes.
- Monitor and manage the CEO's email inbox daily; triage, organize, and flag priority messages.
- Draft and send responses on the CEO's behalf as directed, and route inquiries to the appropriate staff.
- Track action items and follow-ups to ensure timely responses and closure.
- Maintain organized filing systems for correspondence and documents.
- Arrange all aspects of the CEO's local and out-of-town travel, including flights, lodging, ground transportation, and registrations.
- Prepare detailed itineraries and reconcile travel expenses in accordance with EFS policy.
- Run personal and business errands for the CEO as needed, including pickups, drop-offs, deliveries, purchases, and appointment scheduling.
- Coordinate personal appointments and logistics to support the CEO's availability for organizational priorities.
- Handle personal matters with the highest level of confidentiality and professionalism.
- Prepare agendas, presentations, reports, and correspondence for the CEO.
- Coordinate board meeting logistics, materials, and minutes in partnership with the Operations team.
- Process expense reports, invoices, and reimbursements for the Executive Office.
- Serve as a professional liaison to board members, donors, community partners, and staff.
- Perform other duties as assigned.
Work Schedule and Travel
This position does not have a set schedule. Working hours depend on the CEO's schedule and will vary week to week, including early mornings, evenings, and occasional weekends to support events, board meetings, and time-sensitive priorities. Travel may be required, both locally across the Dallas–Fort Worth area and occasionally overnight or out of state.