Are you an administrative whiz who would describe yourself as:
- proactive & a resourceful self-starter?
- detail-oriented & driven to be accurate?
- direct, factual, and non-nonsense in your communication style?
- driven by deadlines and sense of urgency?
You might be just what we're looking for in the next Executive Assistant to the Head of Client Services. In this role, you'll keep the Head of Client Services chaos free and moving forward. We're seeking a highly organized, detail-oriented operational partner in this critical role. You'll own complex calendar management, inbox triage, project coordination, and leadership support while building systems that keep priorities moving forward. If you thrive on creating order from complexity, anticipating needs before they arise, and driving execution with precision and professionalism, this is an opportunity to make a measurable impact every day.
Executive Assistant for Head of Client Services
Top Accountabilities
Own Administration and Delegation for Head of Client Services
Manage Head of Client Services’ Calendar in Partnership
Inbox Management for Head of Client Services
Maintain priorities for Head of Client Services and Client Services Leadership
Foster Collaborative Relationship with Client Services Department
What will you be doing in your role?
Own Administration and Delegation for Head of Client Services
- Own recurring administrative responsibilities, including the Head of Client Services’ purchasing card documentation and timesheet preparation.
- Monitor submission of Client Services Leadership timesheets and provide the Head of Client Services with a concise summary of reported hours and potential workload concerns.
- Coordinate travel from planning through booking, applying established preferences and presenting final itineraries for timely approval.
- Handle routine scheduling changes, meeting logistics, room readiness, hospitality, technology, and materials without requiring unnecessary involvement from the Head of Client Services.
- Manage the flow of the Head of Client Services’ day by keeping meetings on schedule, supporting smooth transitions, and anticipating practical needs.
- Maintain organized, current files and complete administrative and transaction reporting accurately and on time.
Manage Head of Client Services’ Calendar in Partnership
- Manage the Head of Client Services’ calendar using agreed parameters for work hours, evening commitments, personal-calendar coordination, and scheduling preferences.
- Protect sufficient blocks of focused work time and, when practical, group similar meetings to support productivity and effective decision-making.
- Evaluate and prioritize meeting requests based on the Head of Client Services’ priorities, commitments, and preparation needs.
- Ensure calendar invitations clearly identify the correct time, location, participants, purpose, and supporting materials.
- Prepare the Head of Client Services for meetings by coordinating agendas, briefing notes, linked documents, and follow-up requirements.
- Proactively identify scheduling conflicts and upcoming needs, recommend solutions, and communicate firmly and professionally with internal and external stakeholders.
Inbox Management for Head of Client Services
- Triage the Head of Client Services’ inbox, reducing routine email volume and elevating items that require executive review, judgment, or action.
- Draft timely, professional responses in the Head of Client Services’ voice and, when authorized, manage routine follow-up through completion.
- Flag and organize items requiring review, connect them to daily priority discussions, and schedule focused work time when needed.
- Draft new emails and written communications based on direction provided during regular check-ins.
- Immediately elevate substantive communications from the CEO, Executive Team members, and Client Services Leadership Team members; independently resolve straightforward informational requests when appropriate.
- Handle sensitive and confidential information with consistent discretion.
Maintain Priorities for Head of Client Services and Client Services Leadership
- Maintain a current view of the Head of Client Services’ priorities, deadlines, decisions, and commitments, and align administrative support accordingly.
- Capture accurate notes, decisions, and action items; assign or clarify follow-up ownership and track commitments through completion.
- Coordinate communication, check-ins, and meetings with Client Services Leadership to support leadership alignment and timely execution.
- Provide administrative support for EOS meetings, large events, and priority projects, including agendas, materials, logistics, notes, and follow-through.
- Develop and maintain reliable processes that anticipate needs, surface risks, and keep leadership work moving forward.
- Provide written, scheduling, communication, and workflow support that keeps the Head of Client Services prepared and focused on priorities.
Foster Collaborative Relationship with Client Services Department
- Build trusted, professional working relationships across the Client Services Department and represent the Executive Team well in interactions with staff, guests, and external stakeholders.
- Partner with other Executive Assistants to provide consistent, comprehensive support to the Executive Team and coordinate shared responsibilities.
- Ensure Client Services inquiries, incoming calls, and external requests are routed to and addressed by the appropriate team member.
- Maintain clear communication and leadership support for administrative needs at the program level.
- Maintain a strong working knowledge of CCFW programs and services to support accurate routing, preparation, and follow-up.
- Approach all work with professionalism, sound judgment, confidentiality, responsiveness, and a high degree of attention to detail.
Job Requirements:
- High School Diploma with 2 or more years experience
- Bachelor’s Degree in business or related field preferred
- Proficiency in Microsoft Office Suite (including Outlook, Word, Excel, PowerPoint and SharePoint)
- Must have excellent written and oral presentation skills in English
- Ability to provide consistent, on-site support. This position is located in Fort Worth, TX. It is required for candidates to be available to work 5 days in the office.
Here's the Good Stuff...
- Full-time, hourly position. Final offer is determined by relevant experience, work history, education and internal equities.
- Medical/ Dental/ Vision/ Short Term Disability/ Accident Insurance/ Hospital Indemnity Insurance/ Critical Illness/ ID Shield
- Health Savings Account- CCFW contributes $110 per month.
- 100% Company paid Long Term Disability
- 100% Company paid Basic Life and AD&D Insurance
- 16 paid Holidays (including being closed Christmas Eve through New Years Day)
- Tiered PTO Accrual by tenure:
- Vacation Time- 100 hours in your first year.
- Sick Time- 48 hours in your first year.
- 403(b) with employer match from day one- up to 6%
- 3 weeks paid parental/critical illness leave
- Employee Assistance Program
- CCFW Participates in the Public Service Loan Forgiveness program (PSLF)
- Mentorship Program
- Wellness Program
- Financial Coaching
I'm in! Next steps
We want to know more about you! To proceed through our process, we need your...
- Completed Application
- Resume
- Cover Letter
- Culture Index Survey
Apply on our website: https://catholiccharitiesfortworth.org/joinourteam/
Be sure to complete all fields so we know who to contact.
Working at Catholic Charities Fort Worth
You'll join a mission-driven team and agency dedicated to supporting our clients. We have been entrusted with a 116-year legacy of doing good and we have set forth a bold goal of ending poverty in our community. Our services are uniquely positioned to address a myriad of key factors that keep families from reaching their bigger, brighter future. We have identified five different areas, or pathways, in which our programs create impact: financial resiliency, education credentials, emotional resiliency, resource stability, and employment. And we're growing our team to make it all happen! Though we are guided by our Catholic Faith, you do not have to be Catholic to join our team or receive services.
Due to the volume of responses, only qualified parties will be contacted. No phone calls, please. Catholic Charities Fort Worth is an equal-opportunity employer