Executive Coordinator to the CEO

Position Summary

The Executive Coordinator to the CEO provides a broad range of administrative, managerial, and project support for the Chief Executive Officer (CEO). This position represents the CEO at meetings when necessary and serves as a liaison with the Covenant House Alaska Board of Directors. The individual in this role works closely with the CEO on a day-to-day basis, coordinates administrative details and maintains the workflow of the Executive Office.  This role exercises frequent independent judgments, within agreed upon limitations, and assists in the cultivation of donors, provides information and giving opportunities.  In order to assure integrity of the Executive Office, this role is responsible for maintaining personal and highly confidential information.

Essential Functions

• Demonstrates a clear understanding of the Covenant House Mission, philosophy, history and tradition(s) and the underlying values upon which the Agency is founded to the staff, youth and the community we serve.
• Maintains a high level of ethical standards.
• Understands and complies with all Agency policies and procedures.
• Ensures the safety of youth seen by CHA at all times.

• Actively participates in all staff meetings and trainings.
• Maintains a positive and professional working relationship with the public, including partner agencies and families of the youth we serve.
• Demonstrates an enthusiastic commitment to the job and the Agency.
• Accepts and integrates supervision feedback.
• Coordinates office services and related activities of the Chief Executive Officer (CEO), as well as assists in coordinating the planning activities of the agency.
• During the absence of the CEO, maintains office operations, continues to expedite internal and external requests.
• Assumes a degree of decision-making responsibilities, as defined by the CEO.
• Refers relevant and time sensitive matters to the appropriate Executive team member.
• Compiles statistical information and research data to develop reports and complete special projects designated by the CEO. 
• Maintains and updates Covenant House Alaska's profile on Charity Navigator and GuideStar, ensuring accurate and timely submission of required information for ratings and donor transparency.
• Manage the Hustle texting platform, including user accounts, training, compliance, and troubleshooting.
• Assists with grant management, as directed and/or instructed.
• Schedules and prepare agendas for regular and special called meetings, securing requested information, and compiling various reports and studies.
• Exercises judgment and discretion in each of the following:
• Handling sensitive and confidential information with the CEO and the Executive Leadership Team.
• Screening, prioritizing, and directing telephone calls.
• Responding to requests for information.
• Responding to correspondence not requiring the personal attention of the CEO.
• Opening and preparing the CEO’s office mail and distributing appropriately.
• Preparing required documentation and follow-up in the CEO’s office for authorized payment.
• Representing CHA at various professional, civic, and governmental organizations and meetings.
• Assisting the CEO in drafting and/or composing correspondence, editing letters and memos, finalizing contracts, writing reports, etc.
• Attends Board meetings and Board Committees meetings in which the CEO holds responsibility.
• Takes accurate minutes for the Executive Leadership Team meetings and Board meetings.
• Keeps up to date on Board and/or Board Committee activities.
• Maintains calendar with miscellaneous tasks, timeframes, and pertinent information.
• Ensures meeting and task deadlines are met.
• Performs general secretarial duties.
• Answers telephones.
• Organizes and maintains files for the Executive Office.
• Conducts a wide variety of correspondence.
• Processes large volumes of mail routing, as appropriate.
• Runs errands and pickup/delivers agency information.
• Able to handle multiple tasks, priorities and interacts with Board of Directors, staff, volunteers and clients effectively.
• Attends meetings as assigned.
• Assists in conducting Agency tours.
• Assists in producing Board related reports from Raiser’s Edge (CHA’s donation tracking system) .
• Keeps supervisor fully informed at all times.
• Performs other functions, as designated by the CEO.
• Other duties as assigned

Minimum Education

Bachelor’s Degree is preferred.  Or equivalent combination of education, training, and experience.

Minimum Experience

Minimum of three (3) years office management experience

Knowledge, Skills, and Abilities Required

• Basic understanding of adolescent development and behaviors; demonstrate enjoyment of and ability to relate to at-risk youth and demonstrates empathy with the joys and pains of others

• Strong ability to relate effectively with staff, youth, and community agencies;
• Is approachable, builds rapport well and practices attentive and active listening.
• Knowledge of adolescent development, family dynamics, crisis intervention;
• Ability to learn and navigate multiple databases including Microsoft Office suite.
• Ability to address conflict well and manage difficult youth in a supportive, non-threatening manner; Able to respond quickly and safely and is a settling influence in crisis situations and emergencies
• Ability to work with people of varied cultural backgrounds and tolerate differences in behavior.
• Support equal and fair treatment and opportunity for all; tolerant of people and processes.
• Ability to work independently, using good judgment, and common sense
• Able to make good decisions consistently based upon a mixture of analysis, wisdom, experience and judgment.
• Maintain confidentiality and presents the straightforward truth
• Self-motivation, initiative, sound judgment, and commitment to ongoing learning are essential
• Proficient with standard computer operating systems;
• Excellent oral and written, communication skills including organizational skills and attention to detail; 
• Ability to prioritize multiple tasks;
• Willingness and ability to work outside of normal business hours, and holidays and/or weekends as needed.
• Able to physically accommodate a wide range of strenuous physical activity, including but not limited to walking long distances, sitting for extended periods of time, moving up and down stairs, lift bags/boxes up to 50 pounds, drive a minivan and physically manage youth if needed
• Possess a current state of Alaska Driving License
• Have a clean driving record
• Pass federal, state and local background investigation
• This job description is subject to change and will be evaluated on an annual basis for accuracy.

Covenant House is an Equal Opportunity Employer