Executive Assistant to the CEO

Job Purpose Summary

The Austin Film Society seeks an Executive Assistant to the CEO to provide high-level administrative support, coordinate special projects, and manage key relationships in order to support and expand the CEO’s capacity to lead strategically and advance AFS’s mission.

Reporting directly to the CEO, this role works closely with staff across departments and with external partners to ensure the executive office operates effectively. This role serves as a key liaison for the executive office, supporting meeting preparation, streamlining communication, and representing the CEO in select interactions with staff, partners, and stakeholders.

The ideal candidate brings experience in a senior administrative role and demonstrates exceptional communication skills, sound judgment, strong time management, and the discretion required for executive-level support.

Essential Responsibilities & Duties

CEO Communications and Calendar Support

• Handle incoming and outgoing communications on behalf of the CEO, ensuring timely and appropriate responses.
• Maintain confidentiality of sensitive information and exercise discretion in all interactions.
• Manage and optimize complex scheduling, calendar coordination, and travel arrangements for the CEO, including internal and external meetings, appointments, and external engagements.
• Help the CEO organize competing priorities on a weekly basis and clear roadblocks for the highest priority matters.
• Provide support to other departments in coordinating internal meetings or engagement opportunities and serve as backup as needed.

Board and Stakeholder Management

• Manage all aspects of Board operations: coordinate meetings and materials, support events like board appreciation dinners, maintain records and member info, and oversee the full governance cycle—including nominations, onboarding/offboarding, handbook updates, and recognition efforts.
• Facilitate consistent communication between CEO and Board members, including annual 1:1s.
• Assist with carrying out stakeholder engagement strategies.

Project and Administrative Assistance

• Lead project planning for major organizational milestones, including board meetings, staff meetings, and major events, ensuring that CEO is supported through planning, delegation, and follow-up communications.
• Develop and edit slide decks for internal and external presentations, Board meetings in coordination with the marketing department.
• Organize and maintain electronic and physical filing systems for easy retrieval of documents and images.
• Build, maintain, and handle data tracking needs for the CEO.
• Manage accounting reconciliation for CEO’s expenses, including collection and submission of receipts.

Special Initiatives

• Support the CEO in cross-departmental engagement including annual planning, strategic planning, government relations, and other initiatives.
• Partner with the CEO to manage special projects requiring cross-departmental collaboration; support the CEO in executing special initiatives, research projects, and organizational events.
• Collaborate with departments to ensure project milestones are met and align with the organization's mission.
• Support CEO performance review process.

Required Knowledge/Skills/Abilities

• 3+ years of experience as an Executive Assistant or similar high-level administrative support role.
• Calm and focused under pressure, with the flexibility to adapt to changing priorities and fast-moving environments.
• Outstanding organizational and time management skills with the ability to manage multiple projects and prioritize independently.
• Ability to communicate effectively with different levels of management and external stakeholders; proactive and collaborative approach to working with others.
• Demonstrated ability to assert priorities, ask clarifying questions, and communicate needs or boundaries clearly and respectfully.
• Ability to handle confidential information with discretion.
• Availability on nights and weekends as required for events.
• Demonstrate technological fluency and comfort learning new systems; proficient with Google Workspace, Microsoft Office, Zoom, and other collaborative tools such as Asana, Salesforce and Slack.
• This role requires access to reliable transportation, as travel between locations may be needed on short notice. Candidates must be able to respond to time-sensitive, in-person requests.
• Experience with meeting conferencing technology is a plus.
• Appreciation for AFS’s mission and vision.

Preferred Qualifications:

• Familiarity with nonprofit governance and Board relations.
• Experience in coordinating events and meetings.
• Experience supporting C-Level, Executive staff, or similar roles.

Compensation and Benefits

Salary: $66K/year

Benefits:

• 12 paid holidays per year plus PTO and sick leave accrual
• Options for 100% employer-sponsored health, vision, and dental benefits
• SIMPLE IRA with employer match
• Employer-sponsored life insurance
• Employer-sponsored mobile phone plan
• Employee AFS Cinema and Austin Public perks
• Flexible work hours

How to Apply

Please visit https://austinfilm.org/apply to submit your résumé and cover letter. If

you have questions about this position, please email jobs@austinfilm.org.

All applications will be acknowledged by email. All inquiries are confidential. The Austin Film Society is an equal opportunity employer and does not discriminate based upon race, color, national origin, religion, sex, sexual orientation, sexual identity, gender identity, disability, medical condition, AIDS/HIV, age, genetic information, marital status, family status, political activities or affiliation, military or veteran status. Priority will be given to applications submitted by September 26, though the position will remain open until filled.