Executive Assistant

Description

Key Responsibilities

• Serve as the primary point of contact for all executive boards and committees, including the Partners for HOME Board, Continuum of Care Governing Council, and the Client Advisory Council.
• Responsible for collecting, organizing, and distributing meeting materials and meeting logistics information.
• Ensure quorum confirmation and attendance tracking.
• Keep board members informed and up to date on meeting materials.
• Prepare comprehensive meeting minutes for all board and committee meetings.
• Prepare and send board member end-of-year gifts and birthday cards.
• CoC Support
  • Act as the primary point-of-contact for CoC stakeholders and direct correspondence to appropriate staff members.
  • Assist in planning bi-monthly CoC meetings, take minutes, and consolidate any presentations from CoC meetings.

• Act as the initial point of contact for stakeholders, visitors, callers, vendors, and facility management.
• Handle incoming and outgoing mail, including sorting and distribution.
• Purchase office supplies and snacks and maintain appropriate supply levels.
• Maintain vendor relationships and research new vendors as it relates to office maintenance and supplies.
• Prepare and send staff birthday announcements and cards and work anniversary gifts. Assist in the planning of ad hoc employee celebrations (baby showers, bridal showers, graduation celebrations, etc.).
• Provide support for monthly staff meetings; assist staff meeting leader with compiling agenda items, planning flow of meeting, setting up technology, etc.

• Act as support to the CEO by assisting in researching and analyzing data to support informed decision-making.
• Schedule Management:
  • Facilitate the efficient utilization of the CEO’s time through development and coordination of a complex calendar of appointments, meetings, social engagements, and community functions with individuals and groups.
  • Efficiently manage the CEO’s schedule, confirming meetings and conferences, and ensuring clear communication among all participants.
  • May manage other senior leadership calendars on an as needed basis.
• Complete monthly expense and reimbursement reports for the CEO
• Maintain strict confidentiality of executive, board, and client information 
• Ensure compliance with organizational policies and record-retention standards
• Perform other administrative tasks as needed.

• Identify opportunities to enhance office practices and procedures and recommend improvements.

Skills, Knowledge and Expertise

• 3+ years of experience supporting senior executives 
• Experience coordinating board or committee meetings preferred 
• Strong organizational and time management skills 
• Excellent written communication skills (meeting minutes, correspondence) 
• Proficiency in Microsoft Office
• Ability to handle confidential information with discretion 
• Experience in nonprofit environments preferred

Benefits

• Medical, dental, and vision insurance
• 401(k) plan with 6% match
• 20 days of paid vacation plus 2 personal days
• 11 paid holidays
• Half-day Fridays during the summer
• Health and wellness stipend
• Professional development stipend
• Cell phone stipend
• Paid medical leave