Executive Assistant

Job Description

Job Description

Description

The Executive Assistant plays a pivotal role in ensuring the smooth and efficient operation of Partners for HOME. This position provides comprehensive administrative support to the CEO and leadership team while also overseeing various critical tasks related to board/committee coordination and office management. The successful candidate will have a keen eye for detail, excellent organizational skills, and a strong ability to multitask.

Key Responsibilities

Boards and Committees Support:

• 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.

Office Management and Staff Support:

• 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.

Executive Support:

• 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.

Process Improvement:

• 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

Partners for HOME offers a generous benefits package for full-time, permanent employees. Benefits include:

• 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