Executive Assistant to the CEO

POSITION OVERVIEW

The Williamson County Children’s Advocacy Center (WCCAC) is a nonprofit that provides free services to child victims of abuse and their non-offending caregivers and other family members.

Under the supervision of the CEO, the Executive Assistant performs administrative duties for executive management.  Teamwork and collaboration skills are required to attain the goals of the Williamson County Children’s Advocacy Center and the administrative team.

Reports To: Chief Executive Officer
Commitment Type: Full Time (40 hours a week)
Base of Operation: Georgetown, Texas
Salary: Based on Qualifications, Non-Exempt
Benefits: IRA 3% matching; 529 Educational Savings Plan; Health, Dental, Vision, Life and AD&D Insurance; Medical Bridge and Insurance Cafeteria Plan; Employee Assistance Program (EAP); PTO
 
RESPONSIBILITIES
Reception & Communication

• Answer, screen, and forward incoming phone calls

• Greet, welcome, and direct visitors to the CEO

• Receive and route daily mail to appropriate team members

• Prepare/track correspondence and provide communication scripts

 
Meeting Support and Coordination

• Schedule meetings, appointments, and tours for leadership and committees

• Coordinate meeting logistics (catering needs, room reservations, equipment, video conferencing) and ensure technology is functioning properly.  Troubleshoot when necessary.

• Prepare detailed agendas for Leadership, Staff, Board of Directors, and Committee meetings

• Send timely meeting reminders and updates to attendees

• Take comprehensive meeting notes, highlighting key decisions and action items

• Upload and share meeting documentation with stakeholders

• Maintain and update contact lists, calendars, and schedules

• Assist in organizing virtual or in-person tours for visitors and stakeholders

• Prepare event materials (nametags, table tents, registration materials, handouts)

Administrative Support

• Provide administrative support for WCCAC Training, Staff, and Board meetings

• Prepare CEO mileage/reimbursement documentation

• Promote the CAC model and represent WCCAC at external events

• Perform other responsibilities as appropriate and necessary

Board Communications:

• Prepare Board agenda with input from Chief Executive Officer and Board Chair.

• Prepare Board minutes after Board meeting date with input from Board Secretary.

• Produce and distribute meeting notices, minutes, and materials to Board members.

• Annually produce the WCCAC Board Manual.

• Update Board materials for Board members as changes occur.

• Coordinate meeting requirements.

• Track meeting attendance and incidental Board payments as needed.

• Provide support for other Board Committee meetings as requested.

Grant administration:

• Stay abreast of scheduled grant reporting and renewal dates.

• Assist in grant request preparation, as needed.

 
MINIMUM QUALIFICATIONS AND SKILLS

• High school diploma or GED. Bachelor’s degree in an appropriate related field is preferred.

• Minimum of two years of experience in executive administrative support. Experience working with non-profits and/or membership associations is preferred.

• Strong organizational skills with ability to prioritize and work under deadlines.

• Attention to detail.

• Excellent interpersonal, speaking, and writing skills, communicating effectively and concisely.

• Professional appearance.

• Proficiency with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).

• Working knowledge of office equipment (phone system, computers, printers, copiers).

• Belief in the mission of the Williamson County Children’s Advocacy Center.

• Personal qualities required: ability to cultivate an environment of trust and embody the values of mindfulness, quality, adaptability, collaboration, accountability, integrity, high professional standards, and ethics. Other desirable qualities: maturity, self-motivation, good judgment, positive attitude.

• Flexibility; ability to work within an ambiguous, fast-moving environment, while also driving toward clarity and solutions; demonstrated resourcefulness in setting priorities.

• Must have ability to pass a background check, including criminal, DFPS, sex offender, and SafeSport clearances.

Must also have reliable transportation and possess a valid Texas Driver’s License that meets the Center’s insurance company’s requirement for coverage.

Physical Requirements:

• Must be mobile and able to bend, stoop, reach, and moderately lift (up to 30 pounds).

• Must be able to sit or stand at a workstation and/or a computer screen for up to 2 hours at a time.

 Reasonable Accommodations Statement: To accomplish this job successfully, an individual must be able to perform, with or without reasonable accommodation, each function satisfactorily. Reasonable accommodations may be made to help enable qualified individuals with disabilities to perform the functions required. 
 
To APPLY, please email a cover letter, three references, and resume to wccacinfo@wilcocactx.org with the subject line “Executive Assistant – Applicant”.