Find & Apply For Executive Assistant Jobs in Waco, Texas

Organization Overview The Farmer Veteran Coalition's (FVC) mission is to mobilize veterans to feed America. FVC cultivates a new generation of farmers and food leaders and develops viable employment and meaningful careers through the collaboration of the farming and military communities. We believe that veterans possess the unique skills and character needed to strengthen rural communities and create sustainable food systems. We also believe that agriculture offers purpose, opportunity, and physical and psychological benefits.

Summary/Objective:

Farmer Veteran Coalition is seeking a highly organized, dependable, and professional Executive Assistant, Board Liaison & Operations Coordinator to support the Executive Officer, coordinate activities of the national Board of Directors, and assist with the day-to-day administrative and operational needs of the organization. This is a position of significant trust and responsibility. The successful candidate will work closely with the CEO and interact regularly with Board members, staff, partners, donors, government officials, and other stakeholders. The position requires excellent judgment, discretion, attention to detail, follow-through, and the ability to manage multiple priorities in a fast-moving national nonprofit environment. The ideal candidate is someone who sees what needs to be done, takes ownership of assignments, communicates effectively, and helps ensure that commitments made by the CEO, Board, and organization are carried through to completion.

Required Education, Licenses, Certifications, and Experience:

Bachelor of Business Administration (BBA) or Bachelor of Public Administration (BPA) Experience supporting a CEO, Executive Director, senior executive, or governing Board. Experience working for a nonprofit, membership association, veteran-serving organization, agricultural organization, or mission-driven organization. Valid Drivers License Valid Personal Auto Liability Insurance Work authorization/security clearance required: Must be eligible to work in the United States Knowledge, Skills, and Abilities Demonstrate experience in executive assistance, office administration, nonprofit operations, Board support, project coordination, or a related field Exceptional organizational and time-management skills Strong written and verbal communication skills Demonstrate ability to manage multiple projects, deadlines, and competing priorities. Strong attention to detail and commitment to accuracy Ability to work independently, exercise sound judgment, and recognize when an issue requires executive attention Demonstrate discretion in handling confidential and sensitive information Professional demeanor and ability to communicate effectively with Board members, senior executives, government officials, donors, partners, staff, and members of the public Proficiency with Microsoft Office 365, including Outlook, Word, Excel, PowerPoint, Teams, and SharePoint, or comparable business applications Ability to learn and effectively use FVC's technology and administrative systems Ability to travel occasionally and support meetings or events outside normal business hours when necessary

Major Duties and Responsibilities:

Provides direct administrative and organizational support to the Executive Director. Manages and coordinates the Executive Director's calendar, meetings, appointments, conference calls, and scheduling priorities. Coordinates travel arrangements, itineraries, registrations, lodging, and supporting materials for meetings, conferences, and organizational events. Prepares meeting agendas, briefing materials, correspondence, presentations, reports, and other documents. Assists the Executive Director in tracking commitments, deadlines, follow-up items, and organizational priorities. Coordinates communications and meeting logistics involving staff, external partners, donors, government agencies, and other stakeholders. Maintains organized electronic records and files for the Executive Office. Handles sensitive and confidential information with appropriate discretion. Assists with special projects and assignments directed by the Executive Director. Anticipates administrative needs and proactively address scheduling, documentation, and follow-up requirements Serves as the primary administrative liaison between the Executive Director and FVC's national Board of Directors and will coordinate the administrative activities of Board committees. Coordinates meetings of the Board of Directors and Executive Committee, including scheduling, meeting notices, agendas, Board packets, supporting materials, and logistical arrangements. Works closely with the Executive Director, Board Chair, Board officers, and committee chairs to prepare agendas, identifies required actions, and ensures appropriate materials are available in advance of meetings. Attends Board, Executive Committee, and other committee meetings as requested and prepares accurate meeting minutes and records of actions taken. Maintains official Board records, resolutions, committee assignments, policies, minutes, and other governance documentation. Maintains the annual Board governance calendar and tracks required meetings, approvals, reports, elections, appointments, and other governance deadlines. Coordinates onboarding and orientation for new Board members. Maintains current Board member contact information, terms of service, committee assignments, conflict-of-interest disclosures, and other required documentation. Serves as the administrative point of contact for Board standing committees and ad hoc committees established to address specific organizational needs, projects, or initiatives. Coordinates the formation and administration of ad hoc committees at the direction of the Board Chair, CEO, or Board of Directors, including identifying and communicating with participants, scheduling meetings, distributing materials, and maintaining committee records. Works with ad hoc committee chairs to establish meeting schedules, document the committee's purpose and assigned responsibilities, and maintain clear timelines and deliverables. Tracks recommendations, decisions, assignments, and action items arising from standing and ad hoc committee meetings and follow up with responsible parties regarding completion. Assists committee chairs with preparing reports, recommendations, resolutions, or other materials for presentation to the full Board. Maintains a current record of all standing and ad hoc committees, including membership, leadership, purpose, assignments, status, and expected completion dates. Coordinates communication among the Executive Director, Board Chair, officers, committee chairs, Board members, staff, and outside advisors when committee work requires their participation. Ensures committee recommendations and required Board actions are appropriately placed on future Board or Executive Committee agendas. Maintains records of completed ad hoc committee work and formally document the conclusion or dissolution of committees when their assigned work has been completed. Supports annual governance requirements and assists in maintaining organizational records consistent with FVC's bylaws, policies, and nonprofit governance practices. Provides administrative support for FVC's organizational operations and help maintains consistent internal processes. Coordinates administrative activities across departments and assists staff with operational needs. Maintains organizational calendars, deadlines, recurring reporting requirements, and key administrative schedules. Assists with the preparation, routing, execution, and filing of contracts, agreements, MOUs, policies, and other organizational documents. Coordinates document signatures and maintains executed agreements and corporates records. Assists with vendor relationships, office administration, purchasing, subscriptions, and other operational matters. Supports employee onboarding and offboarding administrative processes in coordination with FVC leadership and human resources consultants. Maintains internal administrative procedures and helps identify opportunities to improve efficiency and consistency. Assists with insurance, registrations, corporate filings, licenses, and other recurring organizational administrative requirements. Coordinates information and documentation requested by auditors, accountants, consultants, insurance providers, and other professional service providers. Supports planning and logistics for staff meetings, Board meetings, the Annual Stakeholder Conference, and other FVC events. Maintains confidentiality regarding personnel, financial, donor, Board, and organizational matters. Performs

•other duties as assigned and as needed to help drive our vision, fulfill our mission, and abide by our organization's values.

•Other Duties as

Assigned:

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice, and the team member may be asked to perform other duties as assigned. Physical and Mental Requirements and Abilities The role of an Executive Assistant, Board Liaison & Operations Coordinator often requires the ability to work effectively in a moderate to fast-paced office environment. This environment typically involves frequent activities, interactions, and tasks that need to be completed within specified timeframes. Additionally, interruptions and unexpected events may occur, which can require flexibility and adaptability while maintaining a professional and courteous demeanor. The physical demands described here are representative of those that must be met by the Executive Assistant, Board Liaison & Operations Coordinator to successfully perform the essential functions of this job. The employee frequently sits and/or stands. The employee may occasionally climb, balance, stoop, kneel, crouch, crawl, lift, and/or move up to 25 pounds. The employee will frequently use electronic devices, including but not limited to personal and laptop computers, printers, scanners, and other typical office equipment. Frequent typing is required; therefore, the employee will constantly use their fingers, hands, wrist, elbow, and any necessary upper extremities to do so. Employees may occasionally have to twist, pull, or stretch. The employee will frequently read material in print or on the computer with various text sizes and colors. The employee will have to view and analyze images, pictures, charts, and graphics. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus with or without the use of prescribed or over-the-counter optical glasses, contact lenses, or other visual aids. The Executive Assistant, Board Liaison & Operations Coordinator will occasionally travel within and outside of the city limits and may be exposed to various (fair to extreme) weather conditions. We Value Diversity Farmer Veteran Coalition (FVC) values diversity and believes in providing equal opportunity in who we hire, train, and promote in all positions without regard to race, color, religion, national origin, sex, age, disability, or any other protected status. We seek to ensure that decisions regarding compensation, promotions, benefits, and/or programs will be in alignment with our value of diversity.

Background Check Disclaimer Background Check Requirement:

Employment is contingent upon successful completion of any background screening required by the employer for the position. Background check results will be reviewed on an individual, case-by-case basis and in accordance with applicable federal, state, and local laws. A criminal history will not automatically disqualify an applicant from employment. When applicable, the employer will consider factors such as the nature and seriousness of the offense, the time that has passed, and the offense's relationship to the duties and responsibilities of the position.

Pay:

Up to $50,000.00 per year

Benefits:

Dental insurance Health insurance Paid time off Vision insurance

Education:

Bachelor's (Required)

Experience:

Executive administrative support: 2 years (Required) Nonprofit management: 2 years (Preferred)

Work Location:

In person