Executive Assistant to the President & CEO

SAN ANTONIO HISPANIC CHAMBER OF COMMERCE
EXECUTIVE ASSISTANT TO THE PRESIDENT & CEO

Department: Administration
Position Title:
Executive Assistant to the President & CEO
Reports To:
President & CEO


Position Summary:

The Executive Assistant to the President & CEO is a highly trusted and critical member of the Chamber team, responsible for providing comprehensive executive support in a one-on-one working relationship with the CEO, managing key administrative functions, and ensuring operational efficiency across the office. This hybrid role includes executive support, board liaison responsibilities, and day-to-day office management. The ideal candidate is a proactive problem-solver with exceptional organizational skills, sound judgment, and the ability to manage multiple priorities with a high level of professionalism and confidentiality.

Executive Support Responsibilities:

  • Serve as the primary point of contact for internal and external stakeholders on all matters related to the CEO, including confidential and time-sensitive issues.
  • Manage the CEO’s calendar, schedule meetings, and ensure appropriate time management and prioritization.
  • Monitor, organize, and draft correspondence for the CEO’s email inbox and written communications.
  • Screen and respond to incoming phone calls, take accurate messages, and provide timely follow-up.
  • Prepare, edit, and distribute agendas, presentations, and meeting materials.
  • Proactively anticipate the CEO’s needs in advance of meetings, conferences, and events.
  • Relay messages and directions to Chamber staff on behalf of the CEO when appropriate.
  • Coordinate travel, accommodations, event registration, and logistics for the CEO and executive team.
  • Track and submit CEO-related expenses, reimbursements, and purchase requests to the Director of Finance.
  • Represent the CEO and Chamber in a professional and positive manner at all times.
  • Execute additional assignments and special projects at the discretion of the CEO.


Board Liaison Responsibilities:

  • Serve as primary administrative liaison to the Board of Directors.
  • Manage board meeting calendar, schedule committee meetings, and communicate changes clearly.
  • Compile and distribute board packets and supporting documents in advance of meetings.
  • Attend board and committee meetings to support the CEO and document key action items.
  • Maintain accurate board records, directories, and rosters.
  • Assist in planning and executing logistics for board meetings, retreats, and appreciation events.
  • Ensure consistent and timely communication with board members on behalf of the CEO.

Office Management Responsibilities:

  • Oversee the day-to-day administrative operations of the Chamber office.
  • Maintain office inventory and order supplies as needed.
  • Ensure the office environment is professional, well-organized, and guest-ready at all times.
  • Coordinate internal scheduling, office maintenance, and vendor relationships.
  • Serve as a resource for general staff needs related to workspace, materials, and coordination.
  • Track and monitor incoming mail, deliveries, and administrative deadlines.


Qualifications & Skills:

  • Bachelor’s degree from an accredited college or university required, or a minimum of five (5) years of relevant experience in a similar role.
  • Minimum of 3 years of experience supporting a senior executive; nonprofit experience is preferred.
  • Excellent written and verbal communication skills, with strong attention to detail.
  • Professional demeanor with the ability to interact with business leaders, elected officials, and community stakeholders.
  • Highly organized, self-motivated, and capable of managing multiple priorities.
  • Proven ability to maintain discretion and confidentiality in all matters.
  • Advanced proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint).
  • Experience with Zoom, Teams, and other virtual collaboration tools preferred.
  • Ability to work occasional evenings or weekends for special events and meetings.
  • Must be able to lift up to 10 pounds.
  • Spanish-speaking ability is a plus.

To Apply:

Please submit the following materials via email to luis@sahcc.org:

  • Cover letter
  • Resume
  • Minimum of two professional references