Executive Assistant

The Opportunity

A nonpartisan nonprofit focused on transportation, regional mobility, and infrastructure seeks an organized, dependable professional to support the Executive Director and the Engagement, Events & Operations Manager. This role combines administrative support, member services, financial recordkeeping, and meeting and event logistics.

Preferred experience and personal attributes

Transportation, infrastructure, government, public affairs, or nonprofit experience; familiarity with regional agencies and elected officials; and experience with boards, sponsors, contact management systems, event platforms, and digital communications tools. The ideal candidate builds trust quickly, remains composed under pressure, and represents the organization confidently while supporting shared goals.

What you will do

• Manage shared calendars, designated inboxes, meeting materials, digital files, and follow-up items; draft routine correspondence and protect confidential information.
• Coordinate board and committee meetings, including scheduling, materials, attendance, and room arrangements.
• Maintain accurate member and CRM records; support invoicing, renewals, routine reports, and member communications.
• Organize invoices, receipts, and payment records; assist with weekly reconciliation alongside the accounting firm and flag discrepancies.
• Support event preparation and execution, including registration, attendee communications, vendors, printed materials, supplies, setup, and breakdown.

What you bring

• Relevant administrative, customer service, membership, or event support experience; experience with invoices or basic financial records is helpful.
• Strong organization, attention to detail, professional communication, sound judgment, and dependable follow-through.
• Initiative and the ability to manage priorities, work independently, collaborate with a small team, and recognize when approval is needed.
• Comfort with Canva, Microsoft Office, Google Workspace, shared calendars, spreadsheets, and virtual meetings; willingness to learn CRM and event registration systems.

Schedule and work location

This is a full-time position requiring 40 hours per week and dependable availability during agreed working hours. The successful candidate manages competing priorities, remains responsive to the team, and follows through on assigned responsibilities. Weekly priorities and scheduling expectations will be coordinated with the supervisor.

Work is primarily in-office. In-person meeting and event support is required, primarily in Central Houston, with some early mornings and evenings and advance planning whenever practicable.