Executive Assistant

The Executive Assistant is responsible for providing administrative support and project coordination for program management. This includes conducting research, prepare reports, track complex program developments, and generally keep all aspects of the Program Director’s office as well as the entire Unaccompanied Minor’s program organized and efficient.

• Provide wide range of administrative support, organizational assistance, and project management to the Program Director and Assistant Program Director in the fast-paced, urgent, high accountability environment of the shelter.
• Maintain high level of knowledge of all departments’ functions and activities in order to respond to internal and external inquiries and requests for information and departmental support.
• Conduct research as requested in preparation for meetings, phone calls, board reports, and business trips.
• Answer and receive incoming calls and correspondence. Collect, maintain and submit data for monthly, quarterly, and annual reports to Program Director, Southwest Key’s national headquarters and Office of Refugee Resettlement (ORR).
• Process, maintain and review all program personnel records including training records.
• Review monthly financials to ensure compliance with operations/contract requirements. Adhere to negotiated annual budget and spending requirements including petty cash and stipend accounts.
• Oversee purchase and maintain inventory control of office, household, educational, client, and kitchen supplies.
• Monitor the physical plant and vehicle maintenance to maintain a safe, clean and hazard-free environment.
• Monitor and maintain compliance with organization, licensing, and funding source for all program departments.

• Attend all organizational required trainings.
• Attend all departmental and program meetings to ensure that up-to-date information is received and/or information of policy changes or practice are adhered to.
• Must assist in the evacuation of youth as needed due to inclement weather conditions, natural disasters, or other unforeseen occurrences.
• Travel as needed for trainings, conferences or to transport youth to destinations located within the S.
• Maintain a safe, clean and hazard-free work area.
• Develop and maintain productive relations with local, state, and federal contacts.
• Able to react to change productively and handle other essential tasks as assigned.

• High School diploma or equivelant, with a total of three years supervisory/administrative experience as an office manager.
• Computer literate with working knowledge of Microsoft Windows (Microsoft Word, Excel), variety of online database systems.
• Required to work a flexible schedule to facilitate program services.
• Cleared Tuberculosis test results.
• Cleared background check from appropriate entity.
• (English/Spanish)
• Cleared drug test results (this one is for Texas programs only).
• Must be at least 21 years of age at the time of hire.

Must be able to read, write, and communicate both verbally and in written form to express and exchange ideas. While performing the responsibilities of this job, the employee must be able to access all components of work station and other office equipment. Frequent typing, writing, bending and twisting. Must be able to lift up to 10 pounds.

General office environment with moderate noise. This position is mostly sedentary, involves sitting most of the time, but may involve walking or standing for brief periods of time. A busy environment with many unscheduled interruptions. Frequent computer use at workstation for extended periods of time. Public contact position requiring appropriate business apparel.