Executive Assistant

Description:

Job title

Executive Assistant

Reports to

Chief Executive Officer

Status

Full Time

SAAF Mission

The San Antonio AIDS Foundation seeks to reduce HIV transmission, provide support and treatment for those living with HIV, reduce stigma and support positive sexual health. SAAF provides sexual health education, STI and HIV testing and counseling, medical care, case management, housing and meal support, mental health services and referrals for dental health. Access to care and early intervention have a significant impact on the health and well-being of people living with HIV.

Position

Reporting directly to the CEO, the Executive Assistant serves as the primary point of contact for internal and external partners and manages the CEO’s communications, scheduling, email, and phones. The Executive Assistant also serves as a liaison to the board of directors; organizes and coordinates executive outreach; and oversees special projects. The position will conduct clerical duties and will work closely with the Chief Administrative Officer and the Development and Marketing team in fundraising events. The ideal candidate will have a passion for the mission of SAAF, with a keen eye for detail and building relationships.

This position demands a high level of cultural competency of the unique needs of the gender and sexually diverse community, communities of color, and other marginalized populations.

Duties and responsibilities

• Completes administrative tasks for the CEO and CAO including: managing an active calendar of appointments; arranging meetings and agendas; compiling documents for grant proposals; and managing a variety of special projects
• Follows up on contacts made by the CEO and supports the cultivation of ongoing relationships
• Works with the CEO to keep them well informed of upcoming commitments and responsibilities, following up appropriately
• Provide clerical support to CEO, CAO, Development and Marketing teams
• Assists the CEO in preparing and distributing materials before meetings and manages SAAF’s Board portal, ensuring it is accurate and up to date
• Participate in organizational activities, meetings and duties as assigned

Requirements:

Qualifications

• Two years of administrative experience, non-profit experience preferred.
• Ability to write persuasively in English; fluency in more than one language a plus
• Strong organizational skills and strong interpersonal skills.
• Advanced skills in Microsoft Word, Excel and PowerPoint.
• Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response.
• Demonstrated ability to work effectively and sensitively in a multicultural environment with individuals of gender and sexual diversity, individuals with substance use disorder and those experiencing houselessness

Working conditions

This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines. The position may also require working with challenging clients and defusing client affairs as needed.

Physical requirements

While performing the duties of this job, the employee is occasionally required to stand; walk; sit. The employee must occasionally lift or move up to 25 pounds.