Texas Advocacy Project (TAP) is a statewide non-profit working to end dating and domestic violence, child abuse, sexual assault, human trafficking, and stalking in Texas. TAP empowers survivors through free legal services and access to the justice system, and advances prevention through public outreach and education. Our vision is that all Texans live free from abuse.
TAP's Core Values are Integrity, Courage, Innovation, & Empowerment.
General Description
The Texas Advocacy Project is seeking an Executive Assistant to assist the Chief Advocacy & Education Officer (CAEO) in execution of her responsibilities and will improve the effectiveness of the CAEO and the efficiency of the department. The Executive Assistant will work directly with the CAEO and must be reliable and work autonomously providing full administrative support in a hybrid of remote and in-person settings. The Executive Assistant must have a positive can-do attitude, be detail-oriented, well-organized, highly motivated, outgoing, professional, and capable of thriving in a fast-paced environment. The Executive Assistant must be agreeable to a flexible schedule and be available to accompany the CAEO during virtual and in-person meetings as scheduled. An understanding of and passion for TAP’s mission and branding is critical to the success of this role.
Duties & Responsibilities:
- DEPARTMENT SUPPORT: Organize materials for meetings, draft agendas, take minutes, and manage action items. Maintain weekly agendas and coordinate with teams to ensure comprehensive coverage of critical tasks.
- CALENDAR MANAGEMENT: Oversee the CAEO’s schedule, arrange meetings with staff and external partners, and manage speaking engagements and travel plans. Provide daily briefings and prepare materials as needed.
- COMMUNICATION: Act as a point of initial contact for requests from staff and external partners, prioritize calendar requests, and screen phone calls and distribute correspondence. Draft internal and external communications, including emails, letters, memos, and proposals. Take minutes during meetings, track action items, and schedule follow-ups. Help CAEO stay aware of deadlines and timelines.
- ADMINISTRATIVE FILING: Maintain comprehensive physical and virtual files, including protocols, checklists, department records, and financial documentation such as expense reports and receipt tracking.
- TRAVEL COORDINATION: Handle arrangements for conferences, training, and events, ensuring compliance with budget guidelines. Coordinate closely with the internal Travel Coordinator.
- PROJECT MANAGEMENT: Work hand-in-hand to assist the CAEO in coordinating/furthering various large scale initiatives for the department. Keep track of work in progress, identify potential obstacles/calendar conflicts, and assist CAEO with formulating potential solutions.
Qualifications:
- The Ideal candidate must work autonomously, be well organized, detail oriented, prompt/reliable, possess strong written and oral communication skills, self-motivated, able to maintain a high level of professionalism, discretion and confidentiality, and must have excellent follow up in project management with the ability to support multiple competing priorities, projects, and responsibilities.
- Performs related work as assigned. Performs a variety of ancillary duties not listed to be determined and assigned as needed.
- Proficient in Microsoft Office Suite (Outlook, Excel, Teams), Adobe Acrobat, BOX, DocuSign, and Google Docs.
- Light Work - Lift up to 20 pounds occasionally.
- Must reside in and be eligible to work in the State of Texas. Preferred cities: Austin and Houston
- PLEASE NOTE: Experience as an Executive Assistant, Personal Assistant, or similar role, preferably within a nonprofit setting.
Compensation is commensurate with experience.
Part-Time - Non-Exempt: $23-$24 hourly
To Apply:
Please submit your resume along with a cover letter detailing your experience as it relates to the qualifications listed above, and 3 references to [email protected]. Highlight your previous executive or administrative assistant roles, and specifically outline your experience with scheduling, project management, and nonprofit work. Please type “Executive Assistant to CAEO” in the subject line. No telephone inquiries, please. Applicants must consent to a background check once offer is made. Open until the position is filled. Please indicate how you heard about the opening.
The Project and its Board of Directors supports the principles and spirit of equal opportunity based upon qualifications and related experience without regard to race, color, ethnicity, religion, sex, pregnancy, marital status, sexual orientation, age, national origin, disability, veteran status or medical condition as defined in federal and state laws. Current Project employees may apply for any position openings in which they have an interest.
Texas Advocacy Project is a smoke-free work environment.