Executive Assistant

House of Hope: House of Hope (HOH) has served homeless families for 39 years. House of Hope is staffed 24 Hours a day, 365 days a year operating four emergency shelters, comprehensive shelter services for parents and children, Case Management Services and a Housing Resource Team. This team works diligently to secure low-income permanent housing for our clients and to deliver stabilization services. HOH has a Learn-2-Work initiative that includes three internship programs, the Hope Chest Program, a Culinary kitchen internship, and a Maintenance internship. Our sister organization, House of Hope Housing, Inc. provides permanent, affordable housing and support services for formerly homeless families with an enduring commitment to build family economic self-sufficiency, promote neighborhood stability, and provide educational opportunities to improve the lives of our poorest children.

Our success is due to a shared commitment to provide high-quality services with a spirit of optimism and expectation that our families will succeed in ending their homelessness. To this end we function as a cohesive team; employees are expected to be responsive and respectful to one another as well as to the families in our care. The Executive Assistant must embrace this vision and be mission-focused as well as stewardship-driven.

Description: This is a 20-24 hour a week role offering support to the Executive Director. This position must plan and organize work to ensure that the Executive Director’s priorities are met, organizational goals are achieved, and best practices are upheld.

Key responsibilities of the position include:

• Key functions include providing administrative assistance, such as writing and editing e-mails, drafting memos, and preparing communications on the executive’s behalf.
• Monitor comprehensive and accurate records related to time, attendance, discipline, achievement and anniversaries.
• Organizing meetings, including scheduling, sending reminders, preparing agendas and related materials and organizing catering when necessary.
• Screening calls for Executive Director in a polite and professional manner.
• Managing the Executive’s calendar, including making appointments and prioritizing the most sensitive matters.
• Manage communication and assist with Board of Directors meetings and events and oversee meeting material preparation.
• Responsive management of communications with the Commonwealth of Massachusetts, City of Lowell, Private Foundations and all other funders as requested.
• Collaborate with Associate Directors ensuring their priorities are addressed in a timely fashion.
• Manage communication with employees by liaising with internal and external executives on various projects and tasks.
• Manage professional and personal scheduling for Executive Director, including agendas, mail, email, phone calls, client management, and other company logistics.
• Coordinate complex scheduling and calendar management, as well as content and flow of information to senior team.
• Creating and maintaining a system of digital file keeping.
• Provide administrative and office support, such as typing, dictation, spreadsheet creation, faxing, and maintenance of filing system and contacts database.
• Maintain professionalism and strict confidentiality with all materials and communications.
• Organize team communications and plan events, both internal and off-site.
• Assist with screening employment candidates and onboarding of new hires.
• Other tasks as self-identified or assigned by the Executive Director.

Required skills and qualifications:

• BA preferred, Associates with four or more years of experience in an executive administrative role reporting directly to senior management considered.
• Excellent written and verbal communication skills as well as business acumen and understanding of contract compliance.
• Strong time-management skills and an ability to organize and coordinate multiple concurrent projects.
• Proficiency with office productivity tools and an aptitude for learning new software and systems.
• Flexible team player, willing to adapt to changes and unafraid of challenges.
• Ability to maintain absolute confidentiality of information related to the company and its employees.

House of Hope is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, pregnancy, disability, age, veteran status, and any other class protected under the law.

Job Type: Full-time

Pay: $30.00 - $34.00 per hour

Expected hours: 20 per week

Schedule:

• 8 hour shift

Work Location: In person

Salary : $30 - $34