Executive Assistant

Applicants should submit a cover letter and resume to info@woodlandsfoundation.org

Job Title: Executive Assistant

Job Category: Full-Time, Exempt

Immediate Supervisor: Executive Director

Salary Range: $49,000-$60,000

Summary

Since 1998, The Woodlands has been enriching the lives of children and adults with disabilities and chronic illness by providing a barrier-free environment, innovative programs and activities, and an impassioned, nurturing staff. With a 52-acre campus complete with a nature trail, fully accessible Aquatics, Wellness and Fitness Center, amphitheater, adaptive par-3 golf course, sports court, and plenty of outdoor space, The Woodlands offers the ideal environment to explore physical activity and community and social integration.

This is an exciting time for The Woodlands as the organization and key stakeholders ready for the launch of a capital campaign that will result in major capital improvements to The Woodlands’ campus, an increase in program capacity, and an elevated experience for program participants, staff, and volunteers.

Position Overview

The Woodlands seeks an energetic, organized administrator to join the team. The Executive Assistant reports to the Executive Director and is responsible for operational and business execution, ensuring things run smoothly, efficiently and with excellence. This role will implement process improvements and identify optimal workflows that enhance operational efficiency, time savings, and improved resource management.

Operational and Administrative Support

• Provide logistical and administrative support to the Executive Director, Senior Director of Operations and the Director of Facility Experiences to effectively execute the organization's mission and vision.
• Process and organize invoices, expense reports, and W-9 forms to support payroll and check distribution.
• Manage tech and insurance subscriptions and renewals.
• Coordinate The Woodlands rentals program with the Senior Director of Operations.
• Maintains official records of The Woodlands Board of Directors meetings and communications.
• External Relations
• Coordinate and manage logistics and technical support of all Board of Directors, Board Committee, Employee Safety Committee and Donor meetings including attendance, set-up, materials preparation, minutes, and timely dissemination of information.
• Manage usage of Board portal to store Board documents, share information and resources, and facilitate communication with Board members.
• Coordinate Board member onboarding, orientations, training, and presentations, including scheduling, confirming, and appropriate follow-up.

Data and Resource Management

• Manage the donor database (DonorPerfect) and all aspects of maintaining and keeping a clean and accurate database.
• Update records, enter new data, record interactions, run queries and reports and export data for mail files.
• Assist the team with projects such as the annual appeals, committee meeting and event tasks, responding to donor inquiries, and creating reports.
• Prepare and mail donor correspondence including direct mail appeals, donor acknowledgements, updates, and e-newsletter.
• Ensure the creation of new donor acknowledgement letters, receipts and e-newsletter templates.
• Process checks, pledges, and stock transactions and provide financial back-up to the finance department.
• Assist with special events and other projects as needed.
• Schedule and coordinate corporate volunteer groups.

Administrative Management

• Maintains filing system and document retention for The Woodlands’ records.
• Assists in scheduling for Executive Director, Senior Director of Operations and Director of Facility Experiences as needed.
• Handles bank deposits and office mail.
• Develops positive cooperative working relationships with all employees.
• Proactively learns, internalizes and supports the mission, strategy and vision of The Woodlands.
• Maintains the operating requirements of an efficiently run administrative organization, including but not limited to: telephone and communication systems, IT support, ordering office supplies.
• Performs timely payroll processing on a substitutionary basis to ensure accurate and timely compensation for all employees of WFI.

Program and Facilities Support

• Communicates with outside user groups, including preparation of user agreements. Maintains current files for all user groups.

Benefits

• Immediate accrual for 3 weeks of Vacation Time annually with tiered accruals for years of service
• 2 Personal Days
• Paid Sick Time
• 11 Paid Holidays PLUS year-end paid closure from Christmas Eve (observed) through New Year’s Day (observed)
• Medical, Dental, Vision coverage available upon start date – 75% employer paid for employee and dependents
• Life & AD&D Insurance – 100% employer funded
• Employer funded Health Reimbursement Account (HRA)
• 403(b) Plan – employer match after 90 days of employment
• Opportunity for hybrid work environment
• Flexible schedule
• Free parking

Qualifications

The Development & Operations Coordinator is a front-facing role that requires a candidate with exceptional organizational, communication, and strategic skills to facilitate high-level administrative functions, manage priorities, and coordinate varying initiatives. The successful candidate will be trustworthy and collaborative, capable of meeting administrative and logistical needs while coordinating with the organization at large.

All candidates should possess a combination of the following skills and attributes:

• Demonstrated passion for and commitment to The Woodlands’ mission and vision.
• Educational background that supports the required skills and competencies.
• Ability to be proactive to ensure smooth functioning of and communications with the Board of Directors, donors, employees and other internal and external constituents.
• High attention to detail and organizational skills.
• Ability to multitask and prioritize between competing needs, can manage multiple projects and meet critical deadlines.
• Excellent follow-up and responsiveness to requests.
• Ability to professionally represent The Woodlands to the public and other external stakeholders.
• Skilled at working cooperatively and effectively with others; participates as a member of the team and works towards common goals to reach desired results.
• Excellent written and high level of intrapersonal and verbal communication skills.
• Discretion in handling confidential information and a strong commitment to ethical practice.
• Comfortable using and learning a variety of technologies.
• Experience working in a donor database.

Equal Employment Opportunity Policy

The Woodlands provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.