Job Description

Position Summary

The Executive Assistant to the CEO at The Baylor Line is a linchpin role: high visibility, high trust, and high impact. You’ll work more closely with the CEO than any other team member. That means you’ll be trusted with sensitive decisions, strategic conversations, and raw, messy ideas — and you’ll be expected to turn them into clarity, momentum, and results.

This is not a job for someone who "just wants to help." It’s for someone who wants to lead through support.

If you need constant direction, love structure-for-structure's-sake, or want a job that stays inside the lines, this isn’t for you. But if you're discerning, servant-hearted, quick-thinking, and organized without being rigid—you just might thrive here.

About The Baylor Line

The Baylor Line is where every story in the Baylor Family finds a home. And, while we’re over 165-years-old, we’re just getting started. Since 1859, we’ve been the independent voice of Baylor alumni — a totally separate organization from the university, but supporting the mission and meaning of what it means to be a Baylor Bear in every way. No matter who you are.

We publish an award-winning magazine, host premier alumni events, and serve as a newsroom dedicated to covering the university, its activities, and — most importantly — its alumni. Read some of our favorite articles or explore a recent podcast episode to get a better feel for what we do.

What You Can Expect

• To work directly with a visionary CEO on meaningful, high-impact projects.
• To gain deep access to how a modern nonprofit media company is built and run.
• To be trusted, developed, and stretched professionally.
• To be thanked often and taken seriously.
• To make decisions, not just take directions.

Ideal Candidate Profile

You should consider applying if you are:

• A calm presence who thrives in proximity to intensity.
• Comfortable managing up and respectfully challenging the CEO when needed.
• Loyal, emotionally intelligent, and serious about making someone else's results better.
• A systems-minded executor who loves taking chaos and creating clarity.
• Proactive and responsive without needing hand-holding or constant validation.
• Willing to grow in responsibility, and excited by long-term impact.

You should reflect strongly before applying if you are:

• Transactional, uptight, overly formal, or "just doing this to get to the next job."
• A bright-and-shiny optimist who glosses over nuance.
• Distrustful, indecisive, or afraid to make the call when needed.
• Overly critical, hyper-organized to a fault, or obsessed with being "right."

Our team is made up of generous, creative folks who want to see the best for their fellow teammates, our members, and the organization. We take finding the “right fit” candidate very seriously. Meet the rest of our team here.

This job isn’t for everyone. But if you’ve felt seen, known, and excited by this job description — you might be exactly who we need. We’re looking forward to hearing from you.

Requirements

Core Responsibilities

• Own inbox and calendar management across multiple platforms (Google Suite, Spark, Slack), acting as a buffer and a builder.
• Communicate in coordination with and (sometimes) on behalf of the CEO in email, public communication, and meetings.
• Serve as the lead delegate and preparer for the CEO on projects involving operational, organizational, or creative output.
• Manage communication and coordination with key stakeholders: vendors/contractors, board members, event VIPs, podcast/interview guests, and major donors.
• Coordinate preparation for board meetings, podcast interviews and major initiatives.
• Observe ideas and inputs in real-time and translate them into organized systems, documents, or opportunities.
• Anticipate friction and eliminate it before it hits the CEO's desk.
• Develop, document, and optimize SOPs (standard operating procedures) for repeatable procedures within the Executive Team and the organization.
• Provide research, recommendations, and follow through for an array of different projects and assignments.
• Review, edit, and prepare documents for executive projects and approval.
• Coordinate and manage tasks that span personal/professional boundaries, with trust, discretion, and maturity.

Skills & Tools

• Proficiency with Mac OS, Google Workspace, Slack, Zoom, QuickBooks, and CRM platforms (We use Hubspot) and an affinity to learn and work with technology you might not already know.
• Able to prioritize and manage multiple projects simultaneously with composure.
• Excellent written and verbal communication skills.
• Quick and confident with research, scheduling, task management, and documentation.

Additional Requirements

• Education: Bachelor’s degree preferred.
• Experience: Entry to associate level.
• Location: Waco, Texas (primarily in-person with some hybrid flexibility following an onboarding process).
• Physical and Mental: The physical demands described here are representative of those that an employee must meet to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential job responsibilities. 
• While performing the duties of this job, the employee is occasionally required to stand; walk; sit for extended periods of time; use hands to touch, handle, or feel objects, tools, or controls; reach with hands and arms; climb stairs; balance; stoop, bend, crouch; talk or hear. The employee must occasionally lift and/or move up to 60 pounds. Repetitive motion of the upper body. Required specific vision abilities include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus. 
• While performing the duties of this job, the employee must be able to work in a fast-paced, sometimes stressful, customer service- and production-oriented environment, perform duties under pressure, and meet deadlines in a timely manner. The employee must also work as part of a team, complete assignments independently, and take instructions from managers.
• Employees must be free from chemical dependency. Employees must demonstrate sustained mental and emotional stability in order to maintain safe boundaries with and for our team and stakeholders.

Benefits

This is a full-time, salaried position that reports to our CEO. This position is eligible for our industry-leading benefits package, including premium health care (we cover 100% of your premium and 50% of your dependents’), generous PTO, and paid family leave, among other stellar perks.

Employees are expected to work synchronously from 9-5 pm CT, Monday through Friday, and whatever additional hours are necessary to achieve the outcomes they are responsible for. We are simultaneously committed to delivering the operating results we are committed to together while also having the margin we need for our health and most important relationships. To that end, we allow flexibility to pick up children from school, attend to personal matters or appointments, etc. so long as you complete your work and communicate with your supervisor about it in advance. And, we encourage employees to constantly evaluate the efficiency and effectiveness of their work to enable them to “achieve more” by doing less.

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