Job Summary
Under limited supervision and using own initiative, the Executive Assistant supports the Executive Director and the organization by developing, implementing, and performing advanced administrative tasks. This role requires a comprehensive understanding of organizational practices, policies, and procedures. Duties are performed in the main office, at various senior centers, and throughout the community, and may involve sensitive or confidential matters. Key responsibilities include managing employee records, benefits, accounts payable and receivable, Board records, and other projects as directed by the Executive Director. All tasks are performed with the agency’s mission in mind.
Mission of Fort Bend Seniors Meals on Wheels
Fort Bend Seniors is committed to helping seniors remain independent by enhancing their quality of life through services and resources.
Minimum Education
- High school diploma or equivalent
- Some college or business management education preferred
Qualifications and Skills
- Technical Skills: Strong computer skills; specifically, Microsoft Outlook, Microsoft Word, Microsoft Excel, Windows, and Google Chrome
- Core Skills: Attention to detail, accuracy, and organizational skills
- Communication: Excellent writing and verbal communication abilities
- Independence: Ability to work autonomously within a multidisciplinary team
- Adaptability: Reliable and adaptable to frequent changes
- Interpersonal Skills: Effective communication with various stakeholders including colleagues, subordinates, superiors, and the public
- Problem-Solving: Identify and resolve administrative issues
- Research and Reporting: Conduct basic research and prepare reports and recommendations
- Project Management: Oversee projects or programs, supervise, monitor, and evaluate staff work
- Time Management: Excellent time management and multitasking abilities
- Other: Valid Texas Driver’s License and insurable in Texas
- Notary Requirement: Must be a Notary Public or willing to obtain notary commission
Essential Duties and Responsibilities
Executive Support
- Completes a broad variety of administrative tasks for the Executive Director
- Provides a bridge for smooth communication between the Executive Director’s office and internal departments demonstrating leadership to maintain credibility, trust, and support with senior management staff.
- Works closely and effectively with the Executive Director to keep him/her well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a "barometer," having a sense of the issues taking place in the environment and keeping the Executive Director updated
- Provides leadership to build relationships crucial to the success of the organization, and manages a variety of special projects for the Executive Director, some of which may have organizational impact
- Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgment letters, personal correspondence, and other tasks that facilitate the Executive Director's ability to effectively lead the company
- Prioritizes conflicting needs; handles matters expeditiously, and proactively, and follows through on projects to successful completion, often with deadline pressures
Human Resources / Payroll
- Point of contact between Executive Director and current Professional Employer Organization (PEO) company to manage human resources tasks, such as employee benefits, payroll and workers' compensation, recruiting, risk/safety management, and training and development
- Generate and maintain well-organized employee files and payroll reports, which may be confidential in nature
- Schedules and coordinates annual performance reviews
- Assist in recruiting, including advertising, screening, and interviewing
- Process all benefits and benefits withholding, overseeing Human Resource paperwork for employees and new hires to be submitted to PEO
- Manages employee orientation, onboarding process, ongoing training, and off-boarding process
- Tracking of employee of vacations and Personal Time Off in accordance to FBS Employee Policies and providing timely and monthly report to employee, Executive Director, and the Director of Finance
- Maintains a clear understanding of state and federal employment laws
- Maintains and updates employment manual – with input/approval from Executive Director and PEO
- Manage all HR related issues including, but not limited to: 401K plan administration, Benefits, New Hire paperwork, Insurance, etc.
- Collect, review for accuracy and summarize employee time sheets in accordance with Cost Allocation policy for actual payroll processing using PEO
- After actual payroll submission, obtain and review payroll for accuracy and completeness
- Track employee salary and bonuses maintaining confidentiality
- Maintain timesheets and payroll files
Board Support
- Maintains discretion and confidentiality in relationships with all board members
- Adhere to compliance with applicable rules and regulations set in bylaws regarding board and board committee matters, including advance distribution of materials before meetings in electronic/paper format
- With consultation with the Executive Director, compile and distribute agendas, minutes, and other documents for meetings
- Coordinate and notify board and membership of monthly board meeting(s)
- Schedule and prepare conference room for board meeting, take minutes at meetings
Office Management
- Organize and coordinate office operations and procedures to ensure organizational effectiveness and office efficiency
- Oversee purchasing of office supplies, equipment, and technology.
- File Maintenance: maintain office records including but not limited to vendor files, cash receipt files, Human Resource files, contract files, files at off-site retention facility
- Adhere to FBS’ Document Retention and Destruction Policy
- Act as point of contact for facility managers
- Ensure that office has coverage during all business hours and extended program hours
- Keep office area clean and well-organized
General Duties
- Performs advance administrative or project duties as assigned by the Executive Director with a high degree of accuracy
- Investigates, prioritizes and determines best approach to manage projects within specific constraints
- Coordinate and schedule monthly/quarterly staff meetings including preparing agenda and minutes of meeting
- Attends meetings, seminars, and conferences, as necessary
- Maintain an accurate filing system for correspondence, including electronic backup
- Participates as an adjunct member of the Executive Team, including assisting in scheduling meetings, attending all meetings, and taking minutes
- Maintain meeting correspondence/files and organize meeting program (if needed)
- Responsible for upkeep of all contracts and lease agreements
- Maintain and review for accuracy all insurance policies and meet all premium deadlines
- Following FBS’ Procurement Policy and Procedures – procure bids for all insurance policies (General Liability, D&O, etc.)
- Assists the Executive Director on any projects or duties as necessary
Financials
- Review and prepare accounts payables for accuracy and timely payment in accordance to the FBS Financial Policies and Procedures
- Preparation of accounts receivables for timely and accurate deposits in accordance with the FBS Financial Policies and Procedures
- Assist with annual audit
Computer / Office Equipment / Inventory
- Manage IT consultant duties and time
- Trouble-shoot computer and internet connection problems as they arise
- Maintain inventory of all office equipment, cell phones, laptops, etc.
Disclaimer
The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified. All personnel may be required to perform duties outside of their normal responsibilities from time to time, as needed.
Physical Demands of Job
The physical demands described here are representative, not all-inclusive, of those that must be met by an employee to successfully perform the essential functions of this job.
Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
While performing the duties of this job, the employee is frequently required to stand, walk, sit, and use hands and fingers to feel objects, tools, or controls. The employee is occasionally required to reach with hands and arms. Climb or balance, stoop, kneel, crouch, or crawl, talk or hear, and taste or smell. The employee must occasionally lift and/or move up to 50 lbs. Specific vision abilities include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.
Work Environment
- Primary location: Fort Bend Seniors Administrative Offices in Fort Bend County (Rosenberg)
- Technology and Tools Used: Office and Mobile Equipment
Supervised By
Supervises
Classification
Rate of Pay
- Dependent upon Qualifications
Note: All Fort Bend Senior Meals on Wheels staff will make the provision of services to seniors their first priority. Service is provided without regard to race, sex, creed, or disability. Staff is expected to work as a team to accomplish the mission and objectives of this agency. The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements does not exclude them from the position if the work is similar, related, or a logical and normal process to complete responsibilities or assignment of the position.
It is the policy of the Fort Bend Seniors Meals on Wheels to afford equal employment opportunity to all individuals, regardless of race, creed, color, religion, gender, national origin, ancestry, age, marital status, veteran status, disability, medical condition, gender identity or sexual orientation. Our employees, as well as applicants and others with whom we do business, will not be subjected to sexual, racial, religious, ethnic, or any other form of unlawful harassment and/or discrimination. We are completely committed to these principles—not only because of the various laws which address these subjects—but because it is the right thing to do.
The Company’s commitment to equal opportunity is applied through every aspect of the employment relationship, including, but not limited to, recruitment, selection, placement, training, compensation, promotion, transfer, termination, and all other matters of employment.
Job Type: Full-time
Pay: $19.00 - $21.00 per hour
Expected hours: 40 per week
Benefits:
- 401(k)
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance
Schedule:
Experience:
- Microsoft Excel: 1 year (Preferred)
- Microsoft Powerpoint: 1 year (Preferred)
Ability to Commute:
- Rosenberg, TX 77471 (Preferred)
Ability to Relocate:
- Rosenberg, TX 77471: Relocate before starting work (Required)
Work Location: In person