• Manage the CSO’s email inbox, calendar, appointments, travel, and meeting logistics to ensure appropriate capacity & preparation 

• Attend and prepare priority task lists for stand-up meetings with CSO 

• Track and manage CSO expense reports, PTO and sick leave notifications 

• Act as point of contact for meeting requests and project implementation support 

• Design and manage tracking system for high-level project plans created by CSO 

• Prepare briefing materials, reports, agendas and presentations for the CSO. 

• Screen and prioritize incoming communications (email, teams chat) and respond on behalf of the CSO when appropriate. 

• Organize and manage document hubs and OneDrive 

• Draft correspondence, memos, and communications for internal and external stakeholders on behalf of the CSO. 

• Attend CSO meetings, take notes and track action items & follow ups onto calendar 

• Coordinate and manage travel logistics, itineraries, and expense reconciliations. 

• Maintain confidentiality and exercise of sound judgment in managing sensitive information. 

• Run errands as needed for CSO prep, meeting planning and schedule adherence 

• Act as point of contact for CSO with other Executive Assistants and Assistant Directors 

Executive Team Coordination 40%  

• Serve as main coordinator for all Strategic Plan implementation projects led by the CSO 

• Coordinate logistics for CSO meetings across the Executive Team, ensuring accurate documentation, communication of prep work needs and timely follow-up. 

• Track progress and tasks on Strategic Plan goals and ensure timely execution of tasks assigned by the CSO across the executive team. 

• Track CSO staffing plan and coordinate timely drafting, review and approval notice of job descriptions 

• Coordinate collaboration and consistent communication flow between the CSO and ED 

• Coordinate cross departmental and skip gap meetings on behalf of the CSO 

• Support the Executive Team’s logistical capacity to execute organizational initiatives led by the CSO  

• Prepare draft materials, agendas, and organize notes for Executive planning sessions & retreats 

• Act as point of contact for CSO tracking executive team support needs, and meeting requests 

• Track and ensure timely dissemination, receipt, and comprehension of strategic initiatives, updates & tasks across the executive team 

Personal Senior Executive Support – 10% 

• Schedule medical office appointments, reminders, follow-up visits 

• Track & manage prescription refill request schedule, retrieve and deliver prescription medications 

• Act as point of contact for CSO during medical/health related emergencies and events and manage communication with emergency contacts as needed 

• Maintain a secure file or digital system for storing health provider contact information, appointment confirmations, and related documentation. 

• Provide gentle, timely reminders to the Executive regarding upcoming appointments or health-related commitments 

Baseline 10% 

• Prepare check-in report and meet weekly with supervisor 

• Attend “all-staff” meetings, team retreats, and necessary partnership meetings 

• Maintain up-to-date calendar and work plan 

• Utilize organization wide systems and protocols for all organizational business 

• Prepare and attend weekly check-ins with supervisor 

• Adhere to all ASHwell cultural and operational guidelines and policies 

Required Qualifications  

• 4+ years of any full-time work experience 

• 3+ years of experience working with or for historically marginalized communities or lived experience 

• 3+ years of project management and workflow coordination 

• 2+ years working directly with or as executive leadership 

• Demonstrated experience in developing agendas, presentations, itineraries, schedules, runs of show, etc. 

• Prior experience leading for facilitating group meetings, trainings, etc.  

• Driver’s license and vehicle 

• Exceptional communication skills—written, verbal, and interpersonal. 

• Strong organizational and time-management skills with the ability to handle multiple priorities. 

• Strong copywriting/ drafting skills 

• High emotional intelligence and ability to self-regulate 

• Baseline understanding and ability to adapt to variety of neurodivergences and learning styles 

• Ability to demonstrate service-minded attitude and a high level of follow-through on tasks 

• Ability to take direction and feedback with positive and action-oriented approach 

• Ability to exercise discretion and maintain strict confidentiality, willingness to sign NDA 

• High proficiency in Microsoft Office, Zoom, virtual meeting platforms, and productivity tools. 

• Lives in Austin, TX or within the greater Austin Metro Area or within 50 miles of ASHwell headquarters at 3802 Red River, Austin, TX 

• Baseline understanding of gender and sexual orientation spectrums, and practiced in use of appropriate pronouns and chosen names 

• High comfort level working in a pro-pleasure, pro-sex, pro-kink and pro-queer environment 

• Alignment with ASHwell values of race and gender justice, sexual and reproductive health equity 

Preferred Qualifications 

• 3+ years of executive assistant experience supporting senior leaders 

• 2+ years working in a nonprofit setting 

• Any prior experience with or understanding of nonprofit management 

• Proficiency with Apple/Mac laptops & iOS 

• Demonstrated racial and gender justice analysis 

• Proficiency across a variety of social media platforms 

• Lives within 20–30-minute drive of ASHwell headquarters 

• Any prior experience in sexual or reproductive health related field 

• Any prior experience in community organizing, activism or advocacy within a social change movement 

About You 

The Executive Assistant to the CSO is a highly competent project manager with strong copy writing and detail-oriented organizational skills. They have a service minded approach and understand the importance of their role in supporting a queer woman of color executive across high-level and routine tasks. They are a systems thinker who can demonstrate consistent follow-through and pro-active problem solving and act as main point of contact for the CSO.  The Senior Executive Assistant will understand the opportunity in learning and navigating complex organizational development strategies, connect the various sub-projects they coordinate, and support the executive to identify and close gaps in communication. They are adept at navigating shifting priorities. The Executive Assistant is a strong verbal and written communicator who can track tasks across various projects and offer solutions for managing priorities. They are passionate about working in a pro-pleasure, sexual health justice, accessible, and queer-centric environment.