Executive Assistant

Operation HOPE sees social justice through an economic lens. We are dedicated to financial dignity and inclusion as we equip adults and young people with the financial education, coaching and connections to secure a better future - providing guidance through personal aspirations and life’s challenges - facilitating a journey to financial independence.

Under the Senior Vice President, Corporate and Cultural Affairs, the Executive Assistant is to be a supportive force who empowers our executive and senior leadership as a member of the Administration Team. This person should be a proactive problem solver with exceptional communication skills and meticulous attention to details. This person should have experience working in an office environment, performing administrative duties, and providing support to managers. Given the dynamic nature of the executive landscape, we rely on executive assistants to be flexible and consistent while maintaining the confidentiality of high-level systems and operations.

RESPONSIBILITIES:

• As assigned by the SVP, Corporate and Cultural Affairs, manage administrative functions for HOPE Executives and Senior Leaders, including scheduling, agenda creation, mail processing, email drafting and distribution, screening phone calls, handling client management, and other organizational logistics. Manage senior executives’ participation on HOPE boards, as well as outside boards and other special appointments.
• Manage senior executives’ travel logistics and activities, including accommodations, transportation, and meals.
• Provide administrative and office support, such as typing, dictation, spreadsheet and Smartsheet creation, Microsoft, Salesforce, Google support, and maintenance of filing systems and contacts database, along with program deck presentations in PowerPoint and Google slides.
• Maintain professionalism and strict confidentiality with all materials.
• Organize team communications within Teams, Slack, other platforms, and plan events, both internal and off-site. Provides a bridge for smooth communication between the Executive(s) office and internal departments, demonstrating leadership to maintain credibility, trust and support with senior management staff.
• Participate, as directed, in meetings on behalf of Executive(s). Communicates directly, and on behalf of the Executive(s) with partners, government officials, staff, and others, on matters related to partnership development, relationship management, and execution.
• Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
• Organize and maintain filing system (documents, incoming correspondence, and other records).
• Develop and schedule collaborative working relationships with local schools, community organizations, business, and civic associations, local government entities and secondary organizations for donors to HOPE.
• Additional duties and tasks may be assigned.

TRAVEL REQUIREMENTS

This position may require travel up to 15%.

Skills/Qualifications:

• Business Administration degree or equivalent combination of education and experience.
• 3-plus years supporting a President or Senior Management team member.
• Working in non-profit industry a plus.
• Maintain professional presence and demeanor that represents executive level.
• Possess a strong sense of urgency, good judgment and exceptional confidentiality ethics.
• Execute a broad range of administrative tasks within stated deadlines. Projects will often require internet research skills, a high comfort level with numbers and utilizing Excel and Smartsheet to manage information, along with presentations in PowerPoint.
• Proficient in Microsoft, Google Suite, Trello, and Slack.
• Work independently and with others to support a strong team development.
• Demonstrate superior communication skills, both verbal and written.

PHYSICAL DEMANDS AND WORK ENVIRONMENT

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 made to enable individuals with disabilities to perform the essential functions.

• Light physical effort equal to frequent lifting or moving of lightweight materials.
• Regularly required to sit or stand, bend and reach. Generally, works in an office environment but may occasionally be required to perform job duties outside of the typical office setting.

EEO STATEMENT

Operation HOPE is an Equal Opportunity Employer, all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, age, national origin, protected veteran status, disability status, sexual orientation, gender identity or expression, marital status, genetic information or any other characteristic protected by law.