Administrative Assistant

Housing Consortium of the East Bay (HCEB) creates inclusive communities for individuals with developmental disabilities or other special needs through quality affordable housing in Alameda and Contra Costa Counties. Current holdings include more than 40 properties in Alameda and Contra Costa Counties. Funding is largely from state, local and federal government agencies. HCEB also offers 3rd party property management services for multiple unrelated non-profits. In addition to the property operations, HCEB contracts with local municipalities to set up and manage nontraditional shelter sites for our unhoused neighbors. These sites include safe parking for RV’s and autos, pallet shelters, villages and hotels. HCEB also offers support services to disabled residents and housing navigation services to the formerly unhoused.

Essential Job Functions

• Assist in preparing Board presentations and take minutes during the meeting.
• Scheduling and support with the board committees.
• Greeting company visitors and redirecting them to the correct department
• Interface with IT Consultant regarding - phone system, desktops, laptops, phones, hotspots, data security, server management, website maintenance, home office setups, and internet services.
• Interface with communication companies to solve internet and device issues.
• Manage and upkeep Microsoft Office for the organization (Keep information in the cloud safe and organized, and assign SharePoint sites to safely store information, advise about Microsoft app uses and add-ons).
• Research new software that the organization can use to improve efficiency and meet needs.
• Execute and/or assist with platform deployments-migrations
• Coordinate external company events.
• Employees' technology-related training and assistance.
• Create business cards
• Manage RingCentral

• Coordinate all office needs and maintain communications with contractors (Plan and execute office moves, maintain storage organized, communicate with cleaners about needs, coordinate furniture assembling, internet installation and property management)
• Order Office Supplies.
• Maintain the business licenses in compliance.
• Interface with the consultants.
• Check and sort the mail.
• Track packages deliver to the office from all departments.
• Employees Badges
• Keep tracking of fundraising platforms and maintain up-to-date fundraisers directory.
• Other duties as requested by the Executive Director/Director of administration and Human Resources or his/her designee.

Requirements

• Demonstrated employment at a progressive philanthropy serving organization, nonprofit, foundation, or other relevant organization is a plus.
• Sensitivity and respect towards the individuals we serve 
• Fast learner with strong memory skills and mental agility
• Results-oriented and able to meet deadlines
• Flexible and self-motivated with an ability to coordinate and prioritize workload
• High standard of excellence and quality
• Must be effective, creative, flexible, organized, a problem solver, emotionally intelligent, and have team-oriented management skills, sound judgment, high standards of excellence and the ability to multitask competing priorities.

• Exceptional interpersonal skills. Ability to build and nurture an inclusive, positive, collaborative and productive remote work environment.
• Possess the ability to analyze and communicate, verbally and/or in writing, complex issues to various audiences.
• Ability and willingness to periodically travel, work nights and weekends.
• Microsoft 365 strong knowledge

Education

AA required, BA or BS from an accredited university preferred.

Experience

• 2 years working in the non-profit sphere; experience in affordable housing and homeless services preferred
• Experience with residential property systems and functions
• Excellent written and oral communication skills
• Strong record-keeping skills
• Excellent PC skills, including word-processing and spreadsheets in a Windows-type environment
• Working knowledge of MS Excel and MS Word and Microsoft applications

Americans with Disability Specifications

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be available to enable individuals with disabilities to perform the essential functions.