Are you the ideal candidate who is agile, highly-organized with a professional and pleasant demeanor? Can you support the steady pace of the executive team while prioritizing completion of tasks? If yes, we would be thrilled to have you join our team!
The Executive Assistant provides administrative support to the agency’s executive team comprised of the Executive Director, Director of Operations & Client Services, Director of Finance & Administration, Director of Development & Communications and Director of Coordinated Entry. This position also serves as backup to the Office Manager as needed including answering incoming calls and greeting visitors to the agency.
DUTIES AND RESPONSIBILITIES:
Completes a broad variety of administrative tasks for the executive team including, but not limited to: managing calendar appointments, printing, faxing, copying, filing, composing and preparing correspondences; and organizing and compiling documents for meetings.
Maintain the agency’s SharePoint file system including the agency’s file management and naming system. File and retrieve documents.
Maintain binder filing system for the executive team.
Make changes to agency documents as needed. Convert organizational and program forms into fillable forms as requested.
Make travel arrangements, register executive team members for conferences, and handle administrative issues related to out of town travel.
Provide administrative support related to the Board of Directors including preparation of the monthly board packet, collection of all relevant committee materials, preparing onboarding board manuals, updating annual documents, maintain board roster, historical documents, maintaining contact lists, setting up conference lines, and keeping track of follow-up items from meetings.
Assists with the creation of administrative procedures.
Participates as an adjunct member of the Leadership Team including scheduling, attending meetings, preparing agendas and taking minutes as needed.
Coordinate with Office Manager to maintain office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; evaluating and recommending new office products.
Enter donor cultivation notes in SalesForce for donor meetings with the Executive Director.
With Finance Department staff, responsible for gift entry process. Includes entering donations, tracking daily batches, and assisting in running financial reports and reconciling deposits.
Upload online transactions (donations and event registrations) from online giving systems (Firstgiving, Click&Pledge and Vanco).
Manage donation and foundation gift acknowledgement process (sending thank you notes, tribute/memorial letters and special processing).
Prepare reports as requested.
Manage the pre-hire employment process including job postings, forwarding qualified incoming resumes and applications to position supervisor, scheduling of interviews, reference checks and initiate background checking,
Perform annual audit on personnel files for completion and archive personnel files according to agency document and retention policy.
Assist with employee onboarding including initiating new hire employment forms, scheduling new employee orientation, ordering business cards, creating office tags.
Maintain internal training schedule.
Maintain the agency’s organizational charts ensuring that they are current at all times.
Maintain the electronic job description folder including periodic updates.
Handle confidential and sensitive information with utmost care.
Schedule exit surveys with outgoing employees.
3+ years of administrative experience.
Proficient in Microsoft Office, Adobe, Outlook, and Event Brite
Strong organizations skills that reflect attention to detail.
Strong oral communication skills; pleasant telephone presence.
Excellent writing, grammatical, and proofreading skills required
Ability to work independently as well as within a team-oriented, fast-paced environment with rapidly changing priorities.
Ability to prioritize daily workload and strong time management skills; handles matters expeditiously and proactively, and follows through on projects to completion, often with deadline pressures.Very strong interpersonal skills, personable and experience interacting effectively with staff members at all levels and Board members.
Strong focus on ethics and integrity; dealing appropriately with sensitive and confidential information.
Experience with file management preferred.
About Housing Forward
Housing Forward mission is to transition people from housing crisis to housing stability. We are an energetic and dynamic team of professionals focused on ending homelessness for those we service. We value - client-centered services delivered with dignity and respect, collaborative relationships, open communication and information sharing, community support, and integrity, passion and perseverance in our work.
Housing Forward is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, ethnicity, religion, sexual orientation, veteran status, national origin, pregnancy or related conditions, or disability.