Executive Assistant

JOB PURPOSE:

The Executive Assistant (EA) supports Habitat’s executive staff and board. The EA will make appointments, arrange travel, & coordinate activities. The EA manages minutes and compiles board packets. The position supports communication on behalf of the CEO. The position’s clerical duties include managing reception, IT access and suite, file management, and data entry.

Come join a fantastic team! We are creating a more compassionate and just world by bringing people together to build homes, communities, and hope.

JOB FUNCTIONS:

Essential

• Fosters a positive office culture and conducts self professionally in an office environment.
• Act as the voice and face of the organization. Receive and direct all calls to the main office. Greet visitors and assist them as needed.
• Oversee the CEO's email inbox and schedule by fielding incoming emails, scheduling meetings, appointments, and events, ensuring no conflicts arise, while also proactively managing time by blocking out necessary buffer periods and prioritizing important engagements based on the executive's priorities.
• Coordinate and facilitate all board of director level and Leadership Tactical meetings, including but not limited to taking meeting minutes, and compiling and distributing board and meeting packets.
• Manage office supplies, equipment, and technology and ensure employees have the necessary resources and support to perform their roles effectively.
• Manage internal and externally facing systems (i.e. phones and website). Coordinate general/company level email addresses, calendars, and phone lines.
• Perform clerical and administrative tasks, including drafting letters, memos, invoices, reports, and other documents for senior staff.
• Facilitate communication within the office and ensure pertinent information is disseminated to all necessary staff.
• In collaboration with the HR Generalist, support onboarding experience and act as a primary point of contact for new hires’ building access, office and desk equipment, and IT setup during their initial weeks.
• Handle incoming and outgoing mail, packages, and deliveries.
• Manage and update company databases, records, and filing systems.
• Recommend maintenance and facility modifications to ensure operations continue to run smoothly and address any unforeseen issues in a timely manner.
• Supports company/staff events and celebrations and assists with coordinating team-building activities.
• Other tasks as assigned.

KNOWLEDGE/SKILLS/ABILITIES:

• Belief in Habitat for Humanity’s global mission, principles and structure.
• Excellent verbal and written communication skills.
• Ability to manage sensitive data, documents, and communications with discretion, ensuring privacy by only sharing information with authorized individuals and protecting it from unauthorized access.
• Ability to address concerns using courtesy, tact, and diplomacy.
• Strong organizational and multitasking skills.
• Excellent time management skills and ability to prioritize work.
• Demonstrated ability to effectively understand and manage administrative operations and process improvements.

PHYSICAL REQUIREMENTS:

• Prolonged periods sitting at a desk and working on a computer.
• Must be able to lift up to 15 pounds at times.
• This position requires flexibility in schedule as there may be some evening and weekend hours. Standard office hours are Monday through Friday 8:30 am to 5:00 pm. Occasional travel to conferences and meetings (in state/out of state).

MINIMUM EDUCATION / EXPERIENCE REQUIREMENTS:

• Highschool Diploma or Educational Equivalent
• Three to five years of experience of administrative or executive support
• Valid Virginia Driver’s license

EDUCATION / EXPERIENCE PREFFERED:

• Bachelor's Degree
• Nonprofit Experience

Job Type: Full-time

Pay: $23.00 - $27.00 per hour

Expected hours: 37.5 per week

Benefits:

• 401(k)
• Dental insurance
• Employee assistance program
• Employee discount
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Retirement plan

Schedule:

• Monday to Friday

Work Location: In person

Salary : $23 - $27