SAN ANTONIO HISPANIC CHAMBER OF COMMERCE
GENERAL JOB DESCRIPTION
Position: Executive Assistant and Board Liaison
Reports to: President & CEO
The Executive Assistant to the President & CEO handles a wide range of administrative
and executive support related tasks. The position requires excellent organizational skills,
multi-tasking, a high performing, dependable work ethic, and exemplary customer
service ability. The Executive Assistant works independently with little or no
supervision and requires handling several administrative challenges with professionalism
and tact in order to adequately support the performance of the President & CEO of the
organization. The ability to interact with staff and volunteers (at all levels) in a fast-paced
environment, sometimes under pressure, remaining flexible, proactive, resourceful and
efficient, with a high level of professionalism and confidentiality is crucial to this role.
Expert level written and verbal communication skills, strong decision making ability and
attention to detail are equally important.
DUTIES & RESPONSIBILITIES:
Performs activities such as:
A wide variety of executive secretarial and administrative duties as required by
daily operations in the office of the President & CEO.
Represent the Hispanic Chamber to the volunteers of the organization, including
the Board of Directors, the public, the business community, elected officials and
others at the request of the President & CEO.
Coordinate the calendar and schedule of activities for the President & CEO.
Review and summarize miscellaneous reports and documents; and prepare
background documents as necessary.
Receive and distribute incoming mail; review and evaluate mail to identify those
items requiring priority attention of the President & CEO.
Process forms on behalf of President & CEO, including but not limited to,
mileage reimbursement, credit card receipts, vacation / sick / personal day
requests, event participation for Chairman, Chairman-elect, or President & CEO.
Follow through in an expeditious manner on tasks assigned by the President & CEO and provide status reports.
Receive and screen communications to the President & CEO including telephone calls and e-mail messages (when requested), and provide assistance using independent judgment to determine those requiring priority attention; prioritize, channel, and facilitate communication from department heads.
Independently draft response letters and general correspondence of a routine nature.
Make travel arrangements for the President & CEO, and when assigned other members of the Board and Staff; maintain appointment schedules and calendars for various trips; and arrange meetings and conferences.
Serves as primary liaison to the Board of Directors on behalf of the President & CEO. Responsible for scheduling Board of Directors meetings, coordinating materials including board reports and drafting Board agendas, communicating assignments to key staff, and handling logistics (audio visual requirements, location directions, etc.), assigning calls to Board members and maintaining updated roster and RSVPs.
Special projects include, but not limited to, assisting with minor speeches or remarks, research as assigned, delivering or picking up items offsite, and serving on various internal committees.
Attend Staff, Executive Committee, Board, and other meetings, as directed by the President & CEO.
Attend and assist in SAHCC functions/events as requested, including before/after normal office hours as necessary.
Performs other duties as assigned.
Required: Equivalent to completion of two years of college-level coursework in business or a field related to the work above OR three years of office administrative, supervisory or lead experience in the area of assignment; OR an equivalent combination of education and experience sufficient to successfully perform the essential duties of the job as listed above.
Preferred: Bilingual (Spanish-Speaking)
Please submit your resume to email@example.com.