Executive Assistant

PEP Housing has been building community from the heart since 1978. We build and manage affordable housing for seniors living on fixed, limited incomes. Our residents live independently in a beautiful, safe place while aging with the grace and dignity deserved by all. With 21 properties, over 650 residents and projects under construction, we keep busy!

PEP Housing seeks an Executive Assistant to provide high-level administrative and operational support to the CEO. The candidate will interact, with a professional demeanor, across a broad range of individuals, including members of the Senior Management Team, Board of Directors, and community leaders. The dynamic nature of this role requires the Executive Assistant to exercise sound judgment in diverse situations, possess strong written and verbal communication skills, administrative and organizational skills, and the ability to multitask efficiently.

Responsibilities:

• Work directly with the CEO to support all aspects of their daily work routine.
• Maintain the CEO’s calendar, including scheduling meetings, appointments, speaking engagements, and travel (may include domestic and international) arrangements. Exercise discretion in committing time and evaluating needs.
• Serve as a liaison between the CEO, the Board of Directors, staff, business partners, and the public. This includes receiving and screening the CEO’s phone calls and visitors, answering a variety of questions with tact and diplomacy, taking messages, and directing calls appropriately for resolution.
• Organize and prepare for meetings including scheduling, sending reminders, gathering documents, attending to the logistics of the meeting, and arranging for catering when necessary.
• Coordinate work and projects with other staff as needed; play a key role in the coordination of staff efforts both within and outside the department.
• Draft, review and send communications on behalf of the CEO.
• Assist the CEO in the development of presentations for internal and external audiences.
• Determine priority of matters of attention for the CEO; redirect matters to staff to handle, or handle matters personally, as appropriate.
• Keep the CEO advised of time-sensitive and priority issues, ensuring appropriate follow-up.
• Compose and prepare letters relating to routine correspondence for the CEO’s signature.
• Schedule departmental meetings; assist in the preparation and distribution of meeting agendas and materials.
• Attend Board and Committee meetings and take notes of discussion; prepare the initial draft of minutes and summaries; draft resolutions and coordinate board signatures.
• Assist in or manage event planning.
• Maintain paper and electronic filing systems and manage files on company server.
• Maintain strict confidentiality and sensitive information.
• Other additional and/or alternative duties as assigned from time to time, to support the CEO, as needed.

Education, Experience, and Skills:

• Certificate, Associate or Bachelor’s degree
• Must be or become a commissioned Notary Public within three months of hire
• 3 years of administrative support experience
• Experience with administrative support, calendar management, and scheduling and organizing travel arrangements
• Excellent verbal and interpersonal kills
• Exceptional writing, editing, and proofreading skills
• Time-management skills
• Strong attention to details
• Organization skills and ability to multitask
• Possess sound judgment with the ability to prioritize and make decisions
• Energetic and eager to tackle new projects and ideas
• Comfortable interacting with executive team and board members
• Resourceful with a can-do attitude
• Thrives in a fast-paced environment
• Technical skills and proficiency in Microsoft Office Suite

PEP employees are as important as our residents. Our goal is to ensure both have a positive and rewarding experience during their time with us. We value our employees, and we take pride in recognizing their outstanding talents and efforts. We are committed to the delivery of superior quality of services based on a foundation of honesty, integrity, and ethical treatment.

Benefits:

PEP’s benefits include health/welfare plans (medical, dental, vision, Group Life and AD&D Insurance etc.); 401K plan; work-life benefits (paid vacation and 17 company holidays); Employee Assistance Program, career development opportunities through mentorships and continuing education programs and a great working environment with professional growth prospects.

How to Apply:

Please submit resume and cover letter with salary requirements to: Hr@pephousing.org.

PEP Housing is an Equal Opportunity Employer. All qualified applicants will be considered for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, protected veteran or disabled status, genetic information, or any other protected category. Potential employees must submit to all pre-employment processes, including DMV, reference, and background checks.

Job Type: Full-time

Pay: $70,500.00 - $75,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Employee discount
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Parental leave
• Professional development assistance
• Vision insurance

Schedule:

• 8 hour shift
• Overtime
• Weekends as needed

Work Location: In person

Salary : $70,500 - $75,000