Executive Office Associate

Executive Office Associate
Houston, TX 77056
Monday - Friday: 8am-5pm
Pay: $26.51/hr.
Contract
POSITION SUMMARY:
The Executive Office Associate plays a fundamental role for the corporation by providing an exceptional level of support to the Chief Executive Officer (CEO) and the Compliance & Accountability Director. The primary scope of this position is to perform assigned duties required to assist in executing administrative policies and procedures determined by or in conjunction with other leadership team colleagues. The person in this role will be responsible for the logistical support pertaining to events, communications, tracking of office inventory, data entry, scheduling appointments, and other administrative tasks. Exceptional relationship skills and being highly organized are a must.
ESSENTIAL DUTIES AND RESPONSIBILITIES

• Manages and maintains confidentiality of highly sensitive materials and information;
• Acts as the point of contact among executives, employees, clients, and other external partners;
• Coordinates travel arrangements, prepares itineraries, plans logistics, and submits expense reports;
• Screens all incoming phone calls, inquiries, visitors, and correspondence, and routes accordingly;
• Manages complex office administrative work requiring the use of independent judgment and initiative;
• Organizes and maintains the office filing systems;
• Pre-empts CEO's and Compliance & Accountability Director's needs;
• Supports CEO and Compliance & Accountability Director's technology requirements;
• Coordinates and provides high-quality administrative support to the executive leadership team;
• Coordinates the translation of English material into Spanish for distribution of information about Agency programs, functions etc. to Spanish-speaking clients;
• Facilitates the reporting and input of data for applicable reports for regulatory entities, funding sources, and Agency projects as directed;
• Manages information flow in a timely and accurate manner;
• Acts as an office manager by keeping up with office supply inventory;
• Provides logistical support for department and Agency functions as directed;
• Supports Agency-related programs and functions logistically and administratively;
• Receives and accurately communicates information to internal and external stakeholders as directed;
• Schedules meetings as directed; and
• Performs other tasks as assigned.

KEY KNOWLEDGE, SKILLS AND COMPETENCIES NEEDED

• Have excellent communication and people skills, and provide excellent customer service;
• Have advanced technological skills and knowledge of Microsoft Office 365 Application Suite, social media, and client-tracking software;
• Have exceptional organizational skills;
• Problem-solve effectively, and make data-driven decisions;
• Have familiarity with the Federal CSBG Act, Head Start Act, Organizational Standards, Texas Administrative Code, and State Laws, Statutes and Regulations;
• Support and show respect for all colleagues regardless of gender, age, ethnicity, race, politics, religion, or beliefs;
• Promote a harassment-free environment;
• Be able to work independently or on teams in challenging work atmosphere;
• Be able to prioritize and balance multiple projects and deadlines in a fast-paced, deadline driven environment;
• Plan and complete tasks and assignments on-schedule with minimal supervision using appropriate judgment;
• Exercise appropriate judgment, discretion and maintain the confidentiality of all company's stakeholders;
• Avoid any interest or activity that conflicts with company's Standards of Conduct; and
• Work with intentionality and integrity to ethically uphold company's mission, values, and goals.

DESCRIPTION OF WORK ENVIRONMENT
Company's work locations vary based on the duties and responsibilities of the company team member (e.g., office, workstation, classroom, food pantry, warehouse, training and/or counseling rooms). In general, the noise level is usually quiet to moderately noisy.
VITAL TRAITS

• People-person
• Adaptable
• Self-starter
• Energetic
• Results-oriented
• Respectful
• Critical-Thinker
• Decisive
• Trustworthy
• Inclusive
• Servant-Leader

QUALIFICATIONS AND REQUIREMENTS
The following educational/experiential, licensing/certifications, communication, and physical demands outlined below must be evident and met satisfactorily:Education/Experience
Associate degree preferred; High School Diploma or GED with at least four (4) years of relevant experience is required.Licensing/Certifications
Administrative Assistant certification desired. Communication
Communicates and comprehends information and ideas in English.Physical Demands

• remain in a stationary position at least 50% of the time;
• move about various locations to access office equipment;
• occasionally ascend/descend a ladder to assess and/or service equipment;
• observe details at close range;
• move items weighing up to 50 pounds;
• travel to and from assigned work locations;
• lift items from the floor up to 50 pounds;
• reach overhead and to the floor; and
• wear personal protective equipment, when necessary.

Travel Requirements

• Attend job related activities such as meetings, training, workshops, etc., both in and out of the service areas; and
• Have reliable transportation.