Executive Administrator

Job Summary

The Executive Administrator will primarily provide executive administrative support to the SVP of Global Program Impact.

This self-starter professional will use their extensive experience and interpersonal skills to collaborate and negotiate with all levels of the organization regarding various projects and events of the office of Global Program Impact.

This role requires discretion, efficiency, high detail-orientation, and the ability to handle a wide variety of administrative and executive support tasks in a fast-paced environment.

**This is a part-time opportunity (approximately 30 hours a week) located in Atlanta, GA.**

Essential Duties and Responsibilities


Provide administrative and technical support to SVP of Global Program Impact with: (30%)
• Calendar management and scheduling support
• Expense reports prep and submission
• Travel arrangements and support executive support during travel as needed
• Invoice processing
• Emails, calls and mail management as needed
• Paid Time Out requests

Support SVP Office external representation: (10%)
• Support executive’s external representation (bio, etc.)
• Proofreading letters, memos and presentations.
• First draft of basic communications based upon content outline provided.

Data visualization / communication: (10%)
• Translate information into compelling visual presentations and memos. Including the creation of dashboards to facilitate data analysis.

Contract and Procurement Support: (10%)
• Complete Professional Service Agreements, and Purchase Orders and process payments over specified financial threshold for the SVP Global Program Office.

Events Support: (10%)
• Support planning and manage logistics for SVP Office hosted events ensuring the smooth operation of the event.

Provide support to division wide meetings (set up, technical support, preparation of presentations with proficiency in Canva) (10%)

Support team reporting & compliance: (10%)
• Gathering information for IBOD
• Support meeting reporting deadlines
• Weekly reporting from leadership team
• Collect key information when needed)
• Review of expense reports for compliance with policy before SVP review

Continuous improvement: (5%)
• Support continuous improvement efforts and proactively look for ways to automate or otherwise build systems and bring efficiency to SVP Office.

Project Management: (10%)
• Support for SVP Office to help keep projects on time and within budget, including use of data visualization tools. • Support special projects as assigned by SVP Office leadership

Minimum Requirements


Education
• Bachelor’s degree or equivalent combination of education and experience


Years of Related Experience
• 5+ years of administrative experience navigating cross‑cultural communication
• 2+ years of experience supporting executives or senior leaders, exercising sound judgment, managing confidential information, and producing high quality visual materials.

Knowledge, Skills and Abilities
• Strong organizational skills and extremely high attention to detail.
• Proactive self-starter, flexible and collaborative.
• Outstanding people skills and high emotional intelligence in order to proactively anticipate departmental needs and interact with all levels of the organization and external customers.
• Must maintain confidentiality of sensitive issues and be a problem solver.
• Ability to work autonomously within established procedures and practices.
• Excellent written, verbal and visual communications skills. The person in this role must be able to articulate clear information to wide range of people. Communications with staff in affiliate and field offices from areas both within and outside the US will be included in this role, as well as communication with funders and board members.
• Ability to multi-task and prioritize is important. Must be able to execute tasks within defined timelines.
• Must be able and willing to work some evenings/weekends and travel as needed.
• Proficiency with Microsoft Office Word, Excel, Power Point and Outlook; Smartsheet, Canva, Docu Sign required.

Preferred Requirements
• Financial skills and knowledge of budget planning desired.
• Visual Communication knowledge.
• Experience working for a non-profit and/or global organization
• Proficiency with Power BI

Active support of HFHI Values:
Humility - We are part of something bigger than ourselves
Courage - We do what’s right, even when it is difficult or unpopular
Accountability - We take personal responsibility for Habitat’s mission


Safeguarding
HFHI requires that all employees take seriously their ethical responsibilities to safeguarding our intended beneficiaries, their communities, and all those with whom we work. Managers at all levels have responsibilities to support and develop systems that create and maintain an environment that prevents harassment, sexual exploitation and abuse, safeguards the rights of beneficiaries and community members (especially children), and promotes the implementation of Habitat for Humanity’s code of conduct.

The actual salary offered for this role will be based on a variety of factors, including location, internal equity and the candidate’s qualifications and professional experience. HFHI offers a competitive, comprehensive benefits package that varies by country and typically includes vacation leave, sick leave, personal days, health insurance options, retirement plan contributions and life insurance. For work locations in the US, the hiring range for this position is $28.65/hour to $33.70/hour.

Staff hired on a hybrid basis in the United States near an HFHI office location (Atlanta, Georgia), are required to report to the office on Tuesdays.