Executive Assistant (Remote)

Executive Assistant – San Antonio, TX / Austin, TX based

A successful Executive Assistant at Forté will be a natural team player, known to be helpful, approachable, and skilled at detailed work. They have exceptional follow-up skills and are collaborative but also work quietly and diligently on their own. Does this resonate with you? If you are able to work effectively and exceed expectations in a virtual work environment, this may be your dream job.

Position Description

The Executive Assistant is responsible for providing comprehensive support to the CEO, Board of Directors, and Executive Team. This dynamic position requires the ability to anticipate needs, think critically, and offer solutions to problems with a high level of professionalism and confidentiality.

Key responsibilities

• Provide sophisticated calendar management for the CEO by prioritizing inquiries and requests, troubleshooting conflicts, and making judgements and recommendations to ensure smooth day-to-day engagements.
• Anticipate CEO’s needs in advance of meetings, conferences, etc.
• Coordinate all aspects of off-site meetings, including logistics, meals, and transportation as needed.
• Coordinate CEO’s outreach activities including travel arrangements, development of itineraries, preparation of materials for meetings with donor prospects, board members, and corporate and school partners.
• Responsible for holiday cards, donor thank you letters, end of year Board cards.
• Coordinate ordering and delivery of special recognition awards.
• Periodically meet with CEO.

Executive Team Support

• Scheduling and support for Vice Presidents.
• Assist Human Resources with scheduling interviews, and on/off boarding employees.
• Manage printing and delivery relationship, breakdown charges, provide coding.
• Deposit checks in bank (scan to account or mail to lockbox).

Board of Directors Liaison

Arrange and handle all logistics for Board meetings, Committee meetings and events (live and virtual) to include:

• Schedule Board and Committee meetings.
• Draft agendas.
• Develop, compile and distribute presentation materials.
• Record meeting minutes on behalf of Board and Committee.
• Confirm attendance.
• Maintain Board listserv.
• Provide Board support as needed: Meetings, surveys, and various requests.
• Coordinate Board of Director communications including meeting dates, locations, and other logistics.
• Additional projects as assigned.

Office Management

• Manage mailbox, process and distribute mail.
• Respond to inquiries from general info and Forté emails.
• Manage main phone line voicemail.
• Purchase office supplies and equipment for Forté staff members.
• Manage cell phone service and supply.
• Maintain external contact list.

Desired Skills and Characteristics

The Executive Assistant will have the following skills and characteristics:

• Demonstrates energy and passion for the Forté vision to advance women into business leadership with a clear understanding of diversity, equity, and inclusion.
• Significant executive support experience required; support of C-level executives preferred.
• Highly detail-oriented, exceptional organization skills, and adept at maneuvering between multiple projects seamlessly.
• Demonstrates solid interpersonal skills; understands importance of listening, managing relationships, and dealing with conflict.
• High degree of professionalism in dealing with diverse groups of people including students, vendors, university administration, board members, volunteers, and corporate representatives.
• Ability to make appropriate, informed choices regarding priorities and available time.
• Able to maintain a high level of integrity and professional discretion in handling confidential information.
• Excellent judgement, communication, writing, and interpersonal skills.
• Must be able to work autonomously, meet deadlines, exercise independent decision-making, handle complex issues and set priorities in a fast-paced environment. Understands when to escalate issues with supervisor or other leaders in the organization.

Desired Education/Experience/Qualifications

• Bachelor's degree preferred or equivalent work experience.
• 6 to 8 years of work experience, ideally in a fast-paced environment.
• Ability to travel to live events as needed.
• Knowledge of and experience with CRM database management (salesforce, Blackbaud).
MS Office proficiency (Excel, Word, PowerPoint), and digital literacy in various digital platforms (Zoom, Slack, Asana, etc.) and web-based search tools.

Salary

Salary commensurate with experience.

Benefits

• 401K retirement plan with 5% matching available after 1 month of employment.
• Health, Dental, voluntary Vision, STD, LTD, and Life insurance.
• Generous paid time off / holiday schedule.
• Virtual work environment – home office.

Job Environment

Employees of Forté work independently from home offices. Each employee should have the capacity within their home to set up a work environment or office. Forté provides a computer, phone, office supplies, and internet stipend for all employees.

Location

The ideal candidate will be based in San Antonio, Texas or surrounding area.

Organization

Forté is changing the balance of power in the workplace. We open doors for women to reimagine what they can achieve in business—from launching first jobs to advancing to the C-suite. Our powerful alliance of talented women, influential companies, leading undergraduate and business schools, and pioneering donors empowers women to change their career trajectories, their earning power, and their lives. Through business education, role models, professional networks, and leadership training, Forté shows women how to build the credibility, skills, network, and confidence to thrive as leaders and change the status quo. More information about Forté can be found at http://www.fortefoundation.org.

Forté is committed to the principle of equal employment opportunity for all employees and to providing employees with a work environment free of discrimination and harassment. All employment decisions at Forté are based on business needs, job requirements and individual qualifications, without regard to race, color, religion or belief, national, social or ethnic origin, sex (including pregnancy), age, physical, mental or sensory disability, HIV Status, sexual orientation, gender identity and/or expression, marital, civil union or domestic partnership status, past or present military service, family medical history or genetic information, family or parental status, or any other status protected by the laws or regulations in the locations where we operate. Forté will not tolerate discrimination or harassment based on any of these characteristics. Forté encourages applicants of all ages.

Diversity, inclusiveness and respect for all Forté employees is essential to Forté’s success. Forté values each individual’s distinct contribution and leverages our collective strengths to ensure that Forté continues to launch women into fulfilling, significant careers through access to business education, professional development, and a community of successful women.