Executive Assistant

Position Summary

Requires strong computer and research skills, flexibility, excellent interpersonal abilities and project coordination experience.  Successful candidates provide high-level administrative support and have the ability to work well with all levels of internal management and staff, outside clients and vendors. Sensitivity to confidential information may be required.

Grade: 13
Deadline to apply: 2/3/2026

This position will report to the Chief Operating Officer*

Tasks and Responsibilities

• Completes a broad variety of administrative tasks for the Executives.
• Composes routine correspondence and reports for signature.
• Prepares and edits presentations outlined by the Executives in oral or written directions.
• Takes actions authorized in the Executives’ absence and uses initiative and judgment to see that matters requiring attention are referred to the delegated authority and handled expeditiously.
• Schedules and coordinates agendas, meeting rooms, meals, etc., for staff meetings and other internal/external meetings held by the Executives and staff.
• Ensures expeditious processing of documents submitted for approval.
• Completes expense reports.
• Manage Executives’ email messages, monitoring incoming messages for response and /or follow-up.
• Prioritizes conflicting needs, handles matters expeditiously, proactively, and follows through on projects to successful completion, often with deadline pressures.
• Coordinates the Executives’ travel arrangements.
• Maintains Outlook calendar for in-house meetings, visits, conventions and trip schedules for both domestic and international travel.
• Acts as liaison with visiting VIPs and coordinates hotel rooms, meeting space and transportation to and from facility.
• Prepares presentations for the Executives for staff meetings, board meetings and meetings with visiting VIPs.
• Discerns issues/information to ensure that the Executives are apprised immediately of urgent information, especially those items that are sensitive, or raise some legal or public relations risk for the organization.
• Maintains efficient record-keeping systems by ensuring that accurate files are maintained for administrative files. Provides records management system for the Executives.
• Opens, sorts and distributes incoming correspondence, including faxes and e-mail. Prepares responses to correspondence containing routine inquiries.
• Answers and provides necessary responses to calls from a variety of sources to include: Executives, Employees, Board Members, Customers, City of San Antonio Staff, news media, contractors and vendors.
• Prepares and / or coordinate daily operations report.
• Performs special projects and/or research as assigned.
• Performs other duties as assigned.
• Reviews documents (such as expense reports) submitted by Organization to the Executives to ensure compliance with all applicable Company policies and rules.
   

Minimum Skills

Minimum Knowledge and Abilities

Preferred Qualifications

• Proficiency with SAP
• Certified Professional Secretary (CPS) or similar
• Notary Public

Competencies

Minimum Education

Required Certifications

Working Environment

Physical Demands