Southwest Key Programs Inc.

Executive Assistant-EMT

US-TX-Austin
1 month ago
Job ID
2017-7564
# Positions
1

Job Summary:

The Executive Assistant serves as the first impression and first point of contact for Southwest Key’s Unaccompanied Minors Executive Management Team (“UMEMT”). The Executive Assistant handles all logistics and administrative issues associated with support of the UMENT including some event planning, correspondence, briefings, and office management.  The position may require more work hours than the normal eight-hour workday, and also may require 10-15% travel. Occasional weekend work may be required.

Essential Functions:

  • Initiate and maintain effective communication with corporate and program staff, community members, and service providers via e-mail, telephone or in person as required to professionally represent the UMEMT.
  • Manage the schedules of Vice President Immigrant Children’s Services/Legal Counsel and other members of the UMEMT, to include appointments, planning, and arranging of travel.
  • Draft correspondence as requested by the VP Immigrant Children’s Services.
  • Assist and coordinate with event planning for the UMEMT to include but not limited to, finding locations for Team meetings, negotiate with venues and hotels, prepare packets for meetings and maintain all UMEMT related documents and other events as assigned.
  • Manage all procurement card reconciliation for the VP Immigrant Children’s Services.

Other Functions:

  • Assist in organizing, planning and coordinating organizational meetings and special events such as social events, Directors’ Meetings and other events as assigned.
  • Able to react to change productively and handle other essential tasks as assigned.

Qualifications and Requirements:

  • Associates degree with six (6) years of administrative experience.
  • Experience working with a VP or high-level executive.
  • Excellent verbal and written communication skills.
  • Ability to work in partnership with others and coordinate a working team in the accomplishment of a project.
  • Excellent attention to detail and research and analytical skills.
  • Ability to gracefully meet deadlines and to take initiative.
  • Knowledge of and proficiency in use of computer skills in Word, Excel, PowerPoint.

Preferred

  • Bilingual (English/Spanish).
  • Experience with event planning.

Physical Demands:

Must be able to read, write, and communicate both verbally and in written form to express and exchange ideas. While performing the responsibilities of this job, the employee must be able to access all components of work station and other office equipment. Frequent typing, writing, bending and twisting. Must be able to lift up to 10 pounds. Must be able to drive either personal or company vehicle.

Work Environment:

General office environment with moderate noise. This position is mostly sedentary, involves sitting most of the time, but may involve walking or standing for brief periods of time. A busy environment with many unscheduled interruptions. Frequent computer use at workstation for extended periods of time. Public contact position requiring appropriate business apparel.

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