Executive Assistant

General Description:

The Executive Assistant supports the executive team - Executive Director, Deputy Director of Operations, and Deputy Director of Programs - and enhances the team’s effectiveness by providing exceptional administrative support, creating and/or improving systems and workflows, filling gaps, managing special projects, and serving as a thought partner. The professional in this position must be able to understand the big picture and high-level perspectives while also being a proactive, hands-on doer and an exceptional communicator. A successful Executive Assistant plays a critical role in carrying out Housing Families First’s mission: to give families facing homelessness the opportunity to build a family legacy by providing a path to a permanent home.

Supervised by: Executive Director

Classification: Exempt

Hours: 40 per week with occasional meetings and events outside of the typical work hours.

Responsibilities include, but are not limited to, the following:

• Articulates the agency’s mission and message in a clear, compelling way that inspires others to positively engage with and support the agency’s programs and operations.
• Quickly builds rapport with the executive team and deeply understands their day-to-day priorities, challenges, professional values, and communication styles, as well as understands how this role fits into the overall agency mission and structure.
• Leverages the executive director’s time by creating and editing content and messaging, being responsible for communications and scheduling with the Board of Directors and its committees, managing temporary projects, and facilitating logistics with partners and consultants.
• Leverages the Deputy Director of Operations’ time by assuming responsibility for key operational and property management duties by building strong working relationships with contractors and vendors; creating and implementing efficient, effective workflows; coordinating required inspections; managing IT and utility needs; and coordinating information-sharing internally and externally.
• Leverages the Deputy Director of Programs’ time by understanding grant cycles and reporting and proactively providing financial reports and documentation, as well as pulling, copying, scanning, uploading, and/or refiling relevant documents to support the timely and accurate submission of reports and reimbursement requests.
• Is accountable for accurate and timely administration of employee benefits, insurance coverage, personnel and administrative files, and state filings.
• Manages calendars of executive team members and ensures continuity of programming and operations by creating and maintaining an agency calendar that reflects PTO, holidays, and important dates.
• Uses accounting software (QuickBooks) to perform basic financial tasks including cutting checks, downloading statements, and running reports.
• Supports weekly accounting functions by printing online invoices, matching receipts with credit card statements, and collecting all employee timesheets.
• Ensures continuity of donor data entry and fundraising activities, when needed, during extended absences of development staff through the proficient use of the donor database (eTapestry).
• Facilitates successful internal and external meetings by independently and proactively anticipating the needs of the executive team and Board and ensuring meeting space, refreshments, technology, and documents are ready in a timely manner; cleans up and resets the room after meetings.
• Other duties as required to support the agency’s mission and its executive team.

Qualifications:

Education

Bachelor’s degree in business administration or related field, or equivalent, relevant professional experience; at least 3 years of relevant professional experience and a work history of increasing responsibility preferred.

Language Skills

• Excellent written and oral communication skills are imperative.
• Ability to write and edit clear, compelling correspondence; proposals and applications; reports: and informational documents; ability to create clear, compelling charts to supplement data and narratives.
• Ability to respond to inquiries or complaints from donors, agency partners, vendors, businesses, community leaders, and members of the community, as needed.
• Ability to clearly and proactively communicate relevant information to ensure executive team is aware of activities and properly equipped to make good decisions on behalf of agency; communications are solution-focused and concise.

Skills and Abilities

• Clear commitment to Housing Families First’s mission.
• Skill as a proactive self-starter with impeccable judgment as to when to act independently and when to consult with/inform the executive team and/or other agency staff.
• Deep sense of accountability for getting things done while maintaining composure, even under pressure and in times of uncertainty.
• High level of emotional and social intelligence, ability to accurately read social cues, and ability to quickly grasp organizational and nonprofit culture.
• Ability to interact professionally and compassionately with all segments of the community, including program participants, Board members, funders, donors, volunteers,and partners.
• Ability to serve both as a team leader and in a support role on a team, with the ability to quickly determine which of these roles is most appropriate at a given time.
• Ability to schedule and efficiently and effectively manage varied projects and meet all deadlines.
• Ability to pay attention to the minute details of projects or tasks to assure integrity of materials and credibility of the agency.
• Proven track record as a quick learner and an efficient, but flexible, member of a staff.
• Existing knowledge and proficiency in use of Microsoft Office suite, Google Business suite, and QuickBooks. Ability to quickly be proficient in standard donor database (eTapestry) and platforms.
• Ability to be highly professional and serious about duties while maintaining a good sense of humor, when appropriate, is preferred.

Job Type: Full-time

Pay: $45,000.00 - $50,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Paid time off

Schedule:

• 8 hour shift

Work Location: In person

Salary : $45,000 - $50,000