Administrative Assistant

Assist the Chief Executive Officer, Chief Operating Officer, Chief Financial Officer, Chief Administrative Officer, and other C-Suite personnel with administrative tasks. Maintains Center Organization chart and updates as needed and at least annually. Maintains contact information for all Collin County legislative representatives (Federal and State) including Chief of Staff and District Directors. Coordinates meetings with legislators or their staff as requested by CEO or Board Legislative Committee Chair.

Serves as primary staff support for the Board of Trustees. Ensures Board compliance with the Open Meetings Act. Schedules Board meetings, invites required attendees, publicly posts Board agenda as required by law, gathers information for Board packet and emails completed packet the week before the Board meeting, coordinates food for Board meetings, takes minutes at all Board meetings, saves all required signed &/or date stamped documents to the CEO drive, coordinates with Collin County Commissioners office on all Board appointments and reappointments, ensures necessary documents are signed by appropriate Board representative at Board meetings, maintains attendance and training logs for Board members. Works with trustees to assist them in fulfilling individual, group, and committee obligations.

Orders office supplies, distributes mail, maintains schedules, and greets visitors for C-Suite. Responsible for coordinating meeting venues and catering arrangements as approved by C-Suite. Coordinates Center response on Texas Council Center Profile annually. Gathers information as requested on Board or C-Suite information for annual Fiscal & Compliance Audits.

Responsible for working with Texas Council event coordinator regarding travel and accommodations for all staff and board members attending the annual Texas Council Conference. Coordinates official business travel for workforce, as needed and time allows.

Knowledge, Skills, and Abilities

• Excellent verbal and written communication skills. Ability to record accurate minutes of meetings.
• Strong organization skills including managing multiple calendars and maintaining electronic filing systems.
• Attention to detail including accuracy in documentation, proofreading, and reporting.
• Ability to use variety of software programs included but not limited to Adobe Acrobat, PowerPoint, Excel, Microsoft 365 including Microsoft Teams. Aptitude for learning new software and systems.
• Skill in screening issues for C-Suite personnel to determine those needing most immediate responses.
• Ability to consistently manage sensitive, confidential information.