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Executive Assistant I

LifeWorks
Austin, USA
Full-time
Mid · 3+ years experience
Onsite
USD 25.64-36.25 hourly / hour
Discovered 4 weeks ago

Full Job Posting

RESPONSIBILITIES

  • Provide proactive, confidential administrative support to CPO, including scheduling, calendar management, expense processing, meeting logistics, and coordination of occasional travel.
  • Serve as a trusted onsite partner to the executive, supporting the needs of a large team and acting as a key liaison and communication bridge during urgent, time-sensitive, or high-priority situations to ensure issues are quickly coordinated and appropriately addressed.
  • Exercises sound judgment, discretion, and confidentiality in handling sensitive information and prioritizing competing demands.
  • Provide reliable transportation and logistical support by driving to stores, restaurants, venues, and other locations to complete errands, tour venues, courier materials between sites, and transport documents, and other items as needed.
  • Coordinate and support internal events and meetings for the programs staff, leadership teams, and organization-wide meetings, ensuring effective logistics, communication, and follow-through.
  • Draft and prepare correspondence, reports, presentations, and other documents on behalf of the CPO.
  • Coordinate internal and external meetings and events, including agendas, materials, logistics, and follow-up on action items.
  • Organize and maintain confidential files, records, and documents for the CPO and program leadership team.
  • Manages incoming communications (emails, calls, requests) for the CPO, prioritizing and routing appropriately.
  • Tracks deadlines, deliverables, and projects to ensure timely follow-up for the CPO.
  • Assists with program budget tracking, expense reporting, and financial documentation as directed by the CPO.
  • Reviews and processes timecards, staff reimbursements, and expense reports for accuracy and approval routing.
  • Supports agency-wide initiatives and special projects led by the CPO.
  • Provides office support by maintaining supplies, coordinating mail distribution, and troubleshooting office equipment.
  • Assist with the coordination and timely distribution of resources, information, and support materials to clients and/or staff.
  • Supervise and coordinate volunteers and/or interns providing administrative or project-based support to the CPO.
  • Sets up and prepares meeting spaces and special events, ensuring necessary materials, equipment, and refreshments are in place.
  • Serves as a professional point of contact with internal staff, board members, vendors, and external partners.
  • Interact regularly with agency staff, volunteers, donors, board members and / or client populations in a respectful and confidential manner with a high degree of customer service etiquette.
  • Provides back-up administrative support to other leadership staff as needed.
  • Ability to work occasional nights and weekends to support key organizational events.
  • Other duties as assigned.

QUALIFICATIONS

  • EDUCATION AND EXPERIENCE
  • Bachelor’s degree preferred.
  • Minimum 3+ years of related experience required or equivalent combination of education and experience.
  • Preferred 1+ year of experience working in customer/client assistance, administrative management, or project management roles.
  • Must be proficient in variety of Microsoft Suite tools, including Outlook, Word, Excel, PowerPoint, and Teams.
  • CORE COMPETENCIES AND SKILLS
  • Client Focus - Builds transformational relationships with clients and delivers mission-centered solutions.
  • Collaborates and Adapts - Builds partnerships and works collaboratively with others to meet shared objectives and fulfill our mission; adapts one’s approach and demeanor to meet the shifting demands of different situations.
  • Honors Differences - Embraces different perspectives, cultures, and backgrounds by being open to others’ opinions, ideas, and experiences; develops an inclusive culture that creates solutions to meet the needs of our clients.
  • Nimble Learning - Actively learns from successes, failures, and others’ experiences, and shows a willingness to pivot and try new things.
  • Builds Trust - Gains the confidence and trust of others through integrity, dependability, and authenticity.
  • Action Oriented - Takes initiative, shows resourcefulness, and directs focus and energy on mission-critical opportunities, challenges, and changes.
  • CERTIFICATES, LICENSES, REGISTRATIONS
  • Notary Public preferred.
  • ABOUT LIFEWORKS With more than 50 years of experience working with youth experiencing homelessness, youth aging out of foster care, young adults, and young parents, LifeWorks is committed to solving youth homelessness through housing, mental health, education, and workforce services. Our vision is a Central Texas where every young person has a place to call home, a sense of belonging, and the support to pursue a life they love.
  • We provide a full range of support services for vulnerable youth, ensuring that every young person has access to a safe home, the chance to heal, and opportunities to learn and work. Through innovative problem-solving, shared accountability, and evidence-based solutions, we are relentless in achieving real, sustainable, and measurable results for the clients we serve.
  • A career at LifeWorks offers opportunities to grow professionally while making an immediate, lasting impact on the lives of youth and families in our community. Join us in building a future where every young person has the stability and support to thrive.

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