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SalaryTitle: Executive Assistant
Salary / Salary Range: $50k - $58k
Employment Status: Full-time
Department: Executive
Supervisor: Cy Herrera
Office: Headquarters (3208 Red River, Austin, TX 78705)
Full time, exempt
Target start date: June 24, 2024
About the Organization:
ASHwell is a sexual health and wellness center established in Austin, TX in the late 1980s. We are passionately committed to diversity, equity, and belonging. We strive to provide a safe discrimination-free space for all and predominantly serve LGBTQIA+ and BIPOC communities. Our approach to sexual health and wellness is rooted in being proudly sex and kink positive, pro-sex worker, pro-harm reduction and anti-stigma. We are a growing organization looking for values-aligned, pro-sexual health and wellness people to join our team!
Position Overview:
The Executive Assistant (EA) role will manage the Executive Director's (ED) schedule, coordinate appointments, and oversee meeting logistics. The role will track projects and tasks, manage travel arrangements, and streamline communication flow within the office. Additionally, they will handle executive expenses, ensuring accurate tracking and reporting. Executive Assistant’s proactive support will contribute to the efficient functioning of the Executive Director's schedule.
Core Responsibilities
Schedule Management & Appointment Coordination - 15%
Update ED schedule daily
Innovate and initiate schedule flows to alleviate ED schedule
Lead daily brief and schedule review, make adjustments as requested by ED
Respond to meeting requests via direct and email
Serve as principal administrative contact and liaison with all external contacts
Track, set, remind and coordinate ED health, travel, and childcare related appointments
Meeting Scribe and Tracking - 15%
Attend ED meetings, take notes, follow up on action items
Research, gather, analyze and prepare materials for ED meetings, ensure ED is prepared and briefed
Prepare, scribe and distribute ED meeting agendas, POPs, and prep requirements to meeting attendees
ED Project and Task Management- 25%
Manage Project and Task tools
Coordinate with and keep project teammates updated
Manage progress of projects and help manage prioritization
Travel Logistics Management – 10%
Track ED travel needs and requests
Book flights, accommodation, meetings, and reservations for ED travel
Prepare detailed itineraries for ED
Track and coordinate maximize ED travel rewards
ED Communication Flow Management – 20%
Compose and edit emails/correspondence, memoranda, reports, and presentations.
Answers and routes phone calls, mail and disseminates information as appropriate
Organizes and maintains up-to-date ED drive
Track and Report Executive Expenses – 5%
Tracks ED spending including expenditures and receipts
Executes and submits ED expense reports in a timely manner
Prepares financial reports using data entry on-line financial systems
Maintain financial security practices
Baseline - 10%
Participate in all required staff meetings and retreats
Maintain up-to-date calendar and work plan
Utilize org - wide systems and protocols for all agency business
Offer at least 24 hours' notice for internal meeting cancellations/rescheduling
Maintain chain of command for internal communications
About You
The ASHwell Executive Assistant is an incessantly resourceful, proactive self-director with strong and direct communication skills. They understand the value of supporting the ED and how it contributes to the overall wellness and success of the organization. They are a high performing schedule master and color coordinator who thrives in a supportive role. They are driven and determined to ease the day-to-day life of the Executive Director. Our Executive Assistant is politically conscious and understands nuances in assisting a professional and high performing woman of color in an executive role. Our Executive Assistant will demonstrate their ability to fall into step with the ED’s professional rhythm while simultaneously and boldly supporting the ED to notice and shift tendencies that lead to overworking and burnout.
They can connect their role and its responsibilities to the bigger picture of ASHwell’s mission.
Required Qualifications:
Lives in Austin, TX or within the greater Austin Metro Area or willing to relocate
Baseline understanding of gender pronouns, pro sex culture and HIV de-stigmatization and/or willingness to learn
Aligned with ASHwell’s values
Values that align with ASHwell’s mission and culture
Baseline understanding of language around gender and race and willingness to learn
Proficiency in Microsoft OneDrive, TEAMS, Outlook, Word, and PPT
Proficiency in Asana or similar task management system
3+ years of experience in a lead EA or similar role
Ability to communicate technical information accessibly
Strong written skills
Exemplary calendar and time management skills
Ability to maintain confidentialities
Reliable transportation
Preferred Qualifications:
Fluent in the language and culture of the public sexual health sector (already knows our jargon).
Lived experience in any of the social issues ASHwell works to address
Previously received services from ASHwell
PhD in IT awesomeness
Demonstrable success Owning or Managing system design and implementation within the Tech sector
1+ years prior IT experience with a nonprofit organization
Relevant experience in similar sized nonprofit organization
Flexibility and skill in pivoting and adapting to dynamic and unpredictable environment
Our Hiring Process
The start date for this position is June 24, 2024. Applications are due no later than midnight CT on April 5, 2024. We are committed to offering the support, time and resources necessary to on-board and orient to the role.
Timeline
Applications Due April 5, 2024
Invitations to interview: April 26, 2024
Round 1 Interviews: week of April 29-May 10
Round 2 interviews: May 13-24
Final interviews: May 28-31
Goal date for offers: June 3-7
Position start date June 24, 2024
ASHwell uses a cohort onboarding model. The start date is a group orientation day for hires across the organization.
EOE STATEMENT
As an Affirmative Action and Equal Opportunity Employer, ASHWell is committed to creating an inclusive environment that values the diversity of its employees and does not discriminate against any employee or candidate. Women, minorities, veterans, people from the LGBTQ2SAI communities and people with disabilities are strongly encouraged to apply to join our teams. Reasonable accommodation to access job openings or to apply for a job is available.
