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