Executive Administrative Assistant

ENTITY:  Reach Resilience

JOB TITLE:  Executive Administrative Assistant                                         

SCHEDULE:  Full time; 8 a.m. – 5 p.m., Monday-Friday with occasional off-hours and travel as needed

DEPARTMENT:  Executive Office

SALARY GRADE/FLSA STATUS:  Non-Exempt                                                                                                                        

ORGANIZATION OVERVIEW:

Reach Resilience (RR) is a national philanthropic foundation headquartered in San Antonio, Texas. Its’ mission is to serve communities in crisis by advancing economic security, well-being, and disaster recovery. In 2021, RR was formed by Endeavors, a non-profit organization founded more than 50 years ago, which today provides social services to private agencies and local, state, and federal governments. RR provides funding to support mission-aligned organizations, and to advance the work of Endeavors in the communities it serves or aims to serve. RR works at the intersection of philanthropy, governance, nonprofit leadership, and cross-sector partnerships to identify and address needs across the nation.

JOB PURPOSE – Executive Administrative Assistant:

The Executive Administrative Assistant serves as a trusted partner to the Chief of Staff and President & CEO, helping ensure the Executive Office operates with exceptional efficiency, professionalism, and precision. Reporting directly to the Chief of Staff, this highly visible role manages executive operations, coordinates Board governance activities, anticipates organizational needs, and enables executive leadership to remain focused on the Foundation's highest strategic priorities.

Success in this position requires the ability to anticipate needs, exercise exceptional judgment, maintain confidentiality, and represent the Executive Office with professionalism.

The ideal candidate is proactive, resourceful, and highly organized, with the ability to manage competing priorities, protect executive time, and consistently produce polished, accurate work. This position offers a unique opportunity to work closely with executive leadership, interact with Board members and national partners, and gain firsthand insight into the operations, governance, and strategic philanthropy of a national foundation.

ESSENTIAL JOB RESPONSIBILITIES:

1. Executive Support
   1. Provide day-to-day executive support to the Chief of Staff while providing dedicated executive support to the President & CEO;
   2. Manage complex executive calendars, scheduling, meeting coordination, and logistics while protecting executive time and balancing competing priorities;
   3. Draft, edit, and format executive correspondence, presentations, reports, memoranda, and other documents as needed;
   4. Prepare executive briefings, stakeholder profiles, organizational background materials, and meeting preparation documents for executive meetings and engagements;
   5. Manage Executive Office communications, coordinate executive follow-up, and help ensure priorities, commitments, and strategic initiatives continue moving forward;
   6. Organize and maintain filing systems, records, and administrative processes with exceptional accuracy and confidentiality;
   7. Exercise sound judgment in prioritizing requests, resolving routine matters independently, and elevating issues appropriately;
   8. Anticipate administrative needs and proactively identify solutions that improve efficiency.

2. Board Governance
   1. Assist the Chief of Staff in preparing materials for Board of Directors and committee meetings;
   2. Coordinate meeting logistics, technology, catering, room preparation, and presentation materials;
   3. Coordinate with Information Technology and other staff as needed for meetings to ensure that all Audio/Video and other technology is working correctly and ready to be used ahead of meetings;
   4. Support maintenance of governance records and Board management systems, including Diligent and SharePoint;
   5. Interface professionally with Board members, executive assistants, and senior external stakeholders;
   6. Assist with special projects related to governance, executive initiatives, and organizational priorities.

3. Executive Office Operations
   1. Track and submit invoices, expenses, purchasing, and office-related expenditures;
   2. Oversee day-to-day Executive Office administrative operations;
   3. Support grant administration by maintaining records, coordinating workflows, and utilizing the Foundation's grant management system to ensure accurate and timely documentation;
   4. Monitor executive deadlines and follow up on outstanding action items;
   5. Coordinate and manage subscriptions and/or resources related to the work of the Foundation;
   6. Conduct research and prepare background materials on organizations, stakeholders, public officials, and strategic initiatives to support executive decision-making.

4. Travel and Event Coordination
   1. Coordinate travel, accommodations, transportation, itineraries, day-of-support, and logistics for executive leadership, board members, and team;
   2. Prepare detailed travel packets and ensure executives have all necessary materials before departure;
   3. Confirm travel related appointments and all other travel details;
   4. Process travel expenses and maintain accurate documentation;
   5. Assist with planning executive meetings, retreats, Board meetings, partner visits, and special events.

5. Strategic Initiatives and Special Projects
   1. Coordinate and support the development and production of communications, marketing materials, and organizational collateral in collaboration with internal and external partners;
   2. Track daily news and articles related to work of the Foundation;
   3. Support cross-functional projects led by the Chief of Staff;
   4. Assist with process improvements that strengthen Executive Office operations;
   5. Contribute to projects that support the Foundation's national partnerships and grantmaking activities;
   6. Support the Chief of Staff and Chief Executive Officer with special projects and other priorities of the Executive Office, as needed.

ESSENTIAL QUALIFICATIONS: 

EDUCATION: Bachelor’s degree required.

EXPERIENCE:

• 5+ years supporting C-suite executives or executive leadership.
• Exceptional written and verbal communication skills.
• In-depth understanding of administrative procedures.
• Advanced proficiency in Microsoft Office and Zoom (Outlook, Word, PowerPoint, Excel).
• Executive travel coordination experience.
• An analytical mind with outstanding organizational, problem-solving, and project management skills.
• Ability to manage multiple priorities while maintaining exceptional attention to detail.
• Strong judgment and ability to anticipate needs rather than simply respond to requests
• A team player with leadership skills.
• Demonstrated ability to exercise discretion and maintain strict confidentiality.
• Professional presence and confidence interacting with executives, Board members, and external partners.

PREFERRED EXPERIENCE:

• Experience supporting Boards of Directors or nonprofit leadership.
• Experience in philanthropy, nonprofit organizations, foundations, or mission-driven organizations.
• Familiarity with SharePoint, Diligent, or other Board management platforms.
• Familiarity with Bonterra, Cybergrants, or other grant management software.
• Experience supporting event planning.

ATTENDANCE: Must maintain regular and acceptable attendance during business hours at such level as is determined at the employer’s sole discretion. Flexibility in hours required as needed for business purposes.

LICENSES: Driver’s License with clear record.

VEHICLE: Must have daily use of a vehicle without prior notice.

OTHER: Must be available and willing to travel to various locations and with such frequency as the business need dictates.

EXCEPTIONS TO THESE CRITERIA MUST BE APPROVED BY THE DEPARTMENT HEAD.

TRAINING REQUIREMENTS:

Orientation: 5 hours           

On the Job: 2 – 3 months for basic competency; 1 year to experience full cycle of duties

MACHINES, TOOLS, EQUIPMENT, WORK AIDS:

Telephone, computer, laptop, printers, copiers, scanner.

PHYSICAL REQUIREMENTS: 

Constant – Ability to communicate with staff, board, and others over the telephone and in person.

Constant – Ability to input data into computer, make calculations, complete paperwork, and produce reports.

Constant – Ability to move to other offices and areas of the building.

Frequent – Ability to review and proofread documents to determine accuracy and needed support data.

Frequent – Ability to drive safely and recognize hazards.

Frequent – Ability to lift, stack, move, up to 20 pounds from varied heights.     

WORKING CONDITIONS: 

Indoors:  90% - Office environment; normal noise conditions; Occasional moderate stress due to short grant deadlines and fundraiser preparations

Outdoors: 10% - All weather conditions and variable temperatures; trips to printers and vendors