The Executive Assistant is a key role in ensuring the success of the CEO by providing high-level administrative and organizational support. This part-time position is focused on managing the CEO’s schedule, coordinating meetings and travel, preparing materials for engagements, and serving as a central point of contact for internal and external communications.

The role requires exceptional organizational skills, discretion with sensitive information, and the ability to anticipate and respond to the CEO’s needs effectively. The Executive Assistant will work closely with the CEO to streamline workflows, track priorities, and ensure smooth day-to-day operations.

This position is ideal for a proactive and detail-oriented professional who thrives in a dynamic, mission-driven environment.

Applicant must live in AUSTIN, TX

Responsibilities:

Executive Support

• Act as the CEO’s primary point of contact for internal and external communications, ensuring timely responses and appropriate follow-ups.
• Manage the CEO’s calendar, including scheduling meetings, resolving conflicts, and ensuring preparation for all engagements.
• Anticipate the CEO’s needs by preparing materials and summaries for meetings, presentations, and conferences.
• Assist in drafting correspondence, reports, and presentations on behalf of the CEO.
• Conduct research and compile data to support the CEO’s decision-making and initiatives.
• Coordinate personal and professional travel logistics for the CEO, including accommodations, transportation, and itineraries.
• Ensure the CEO is prepared for all meetings with updated agendas, key documents, and action plans.

Administrative Support

• Provide direct support to the CEO, including maintaining and updating donor records in the CRM.
• Prepare donor acknowledgment letters and assist with tracking fundraising revenue.
• Schedule and organize meetings, travel, and conferences.
• Manage organizational documentation, including updating protocols and processes.
• Oversee the info@commonthreads email account and general phone line inquiries.
• Perform errands such as maintaining the PO Box (e.g., depositing checks and distributing mail).

Development Support

• Coordinate email blasts, event invitations, and donor communications.
• Assist with donor stewardship, including thank-you gifts, class invitations, and donor recognition.
• Collaborate with the accounting team to ensure proper recording of donations.
• Support national fundraising events in coordination with the Development Team and Marketing & Events Coordinator.
• Update one-pagers, Community Impact Reports, and GIS Maps as needed.

Government Affairs Coordination

• Maintain and update lists of government officials across markets.
• Plan and execute outreach to officials, coordinating class visits and schedules.
• Act as a point of contact for development reports requiring district or government official data.

The above statements are intended to describe the essential job functions of this role and are not an exhaustive list of all duties performed by personnel occupying this position.

Qualifications:

• Bachelor’s degree required.
• 2+ years of office administration experience, preferably in a nonprofit setting.
• Highly detail-oriented and organized with excellent time management skills.
• Proficient in Salesforce (preferred) or similar CRM software.
• Proficient in Microsoft Office, Google Docs and graphic design software (i.e., Canva)
• Ability to maintain confidentiality and professionalism in all interactions.
• Comfortable learning and adapting to new technology and systems.
• Strong verbal and written communication skills.

Additional Information

• This is a part-time, non-exempt remote position based in Austin, TX, with a maximum of 29 hours per week.
• Occasional evening or weekend work may be required for special projects and events.
• Candidates must pass a background check prior to employment.

Compensation & Benefits:

• Salary: $25-$30/hr
• Mileage will be reimbursed.

Physical Demands:

The physical demands described here are representative 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 the essential functions.

While performing the duties of this job, the employee is occasionally required to stand; walk; sit; use hands/fingers to handle or feel objects, tools or controls; reach with hands and arms; climb stairs; balance; stoop, kneel, crouch or crawl; talk or hear; taste or smell. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

About Common Threads:

Common Threads is a nonprofit that teaches children and families cooking and nutrition education to encourage health and wellness. We are national in scope, with strong roots in each of our 11 major program locations, reaching 30,000 children, parents and teachers in 2020-2021. We equip under-resourced communities with information to make affordable, nutritious and appealing food choices wherever they live, work, learn, and play. We know that food is rooted in culture and tradition, so we promote diversity in our lessons and recipes. We believe that adequate and healthy food contributes to wellbeing. For more information, visit www.commonthreads.org or Common Threads’ social media accounts (@CommonThreadsOrg on Instagram and @CommonThreadsUS on Twitter).

Common Threads’ EEO Statement:

Common Threads provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics. In addition to federal law requirements, Common Threads complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. 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.

Common Threads expressly prohibits any form of workplace harassment based on race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, genetic information, disability, or veteran status. Improper interference with the ability of Common Threads’ employees to perform their job duties may result in discipline up to and including discharge.