Senior Executive Assistant

We are seeking a Senior Executive Assistant to join our Children & Family Services Program. As a Senior Executive Assistant, you will Shine Hope as you support the CEO of Buckner and provide comprehensive administrative support, ensuring efficient office operations and serving as a liaison to staff. This role demands independent task management, strong organizational skills, and the ability to maintain confidentiality while supporting executive leadership in a faith-based environment. Join us as we shine hope in the lives of others!

What you'll do:

• Provide administrative support to the CEO, including maintaining the filing system, transcribing meeting notes, and answering calls in the CEO’s absence, initiating follow-up as appropriate.
• Independently manage tasks and projects; research, analyze data, produce monthly reports, and assist with budget preparation and reporting as assigned and required.
• Analyze the needs of the CEO’s office; develop and implement processes for efficient operation; be responsible for continued alignment with budget goals; demonstrate operational competence and ability to work independently.
• Greet guests of the CEO, providing hospitality support, including but not limited to welcoming, seating, and providing refreshments.
• Serve as a liaison between the CEO and other staff, donors, and external constituents.
• Effectively handle all types of communication, including internal and external constituents; provide correspondence support. Meet with the CEO regularly to discuss and follow up on communication and activities. Keep the CEO informed of communication and activities handled in his absence.
• Effectively maintain the CEO’s contact database by updating his electronic contact list accurately and in a timely manner.
• Coordinate meetings and travel for the CEO, including but not limited to arranging meeting space and room setup, meals and transportation, sending invitations, preparing agendas, uploading documents, and coordinating travel and lodging. Track appointments and other events.
• Plan, schedule, and organize all aspects of domestic and international travel for the CEO.
• Develop and maintain the departmental calendar for the CEO’s Office.
• Accurately and timely complete documentation and communication to register the CEO and other designated staff for various meetings and conferences as directed.
• Effectively handle all types of communication, including correspondence with internal and external constituents. Meet with the CEO to discuss and follow up on communication and activities.
• Provide hospitality support for internal and external stakeholders, including but not limited to welcoming, seating, and providing refreshments.
• Order meals and refreshments for guests of the CEO, ELT meetings, and other requested events.
• Effectively manage department procurement tasks, including equipment, office supplies, floral arrangements, books, subscriptions, publications, renewals, and printing jobs. Research and purchase equipment, materials, and supplies while maintaining a budget. Prepare invoices for payment. Use discretion and sound fiscal judgment while managing Buckner resources.
• Prepare, audit, and process invoices and expense reports for timely payment.
• Review and process mail, faxes, emails, and other correspondence accurately and in a timely manner.

What you’ll bring:

• High School Diploma (or G.E.D.) plus related work experience required; Bachelor’s Degree in a related field preferred.
• Minimum 7 years of prior related experience supporting senior-level management required.
• Proficient ability to speak, read, and write Spanish is preferred.
• Requires the ability to hear and receive verbal instructions. Requires correct and accurate English grammar, punctuation, spelling, and proofreading.
• Requires the ability to work evenings and/or weekends on occasion, based on business needs.
• Requires sensitivity and adaptability to the cultures of the existing program locations.
• Requires organizational skills to maintain attention to detail and routines.
• Requires the ability to consistently demonstrate excellence in customer service while representing the team to internal and external constituents.
• Requires the ability to drive assigned vehicle(s) or personal vehicle, with appropriate state license, following all laws applicable; must provide proof of liability insurance and must be eligible to be insured under Buckner’s insurance policy. Must be age 21 or older to drive on behalf of Buckner.
• Requires the ability to use up to 50 pounds of force occasionally, and/or up to 20 pounds of force frequently, and/or up to 10 pounds of force continuously to move objects and/or people.
• Requires the ability to walk, stand, and sit, sometimes for prolonged periods of time.
• Requires recognition that the organization is a faith-based organization operating with a commitment to Christian principles.

The above description reflects the details considered necessary to describe the essential functions of the job and should not be construed as a detailed description of all the work requirements that may be performed in the job.