Executive Affiliate Assistant
Habitat for Humanity Williamson-Maury, Franklin, TN, United States
Habitat for Humanity Williamson-Maury (HFHWM) is a faith-based nonprofit housing ministry that partners with local families to build safe, energy-efficient homes sold with affordable mortgages.
The Executive Affiliate Assistant serves as the welcoming face of the organization while ensuring the office runs smoothly by providing administrative and operational support to a mission-driven team.
Key Responsibilities Office & Administrative Support
Oversee office supplies, equipment, vehicle maintenance, and vendor coordination.
Greet guests, manage calls, and provide program info.
Manage mail, office inventory, and copier maintenance and troubleshooting.
Coordinate staff acknowledgments (birthdays, condolences, etc.).
Proactively resolve day-to-day issues and streamline admin processes.
Maintain confidentiality and professionalism in handling sensitive information.
Ensure proper procedures are followed for incoming funds in coordination with the Finance and Development departments.
Executive Support
Manage the staff calendar and monitor shared organizational email (info@, apply@, volunteer@), and administrative tasks.
Support event and board meeting logistics (e.g., materials, presentations).
A notary commission is helpful (but not required).
Meeting & Event Coordination
Prepare agendas, materials, and refreshments for internal and external meetings.
Take staff meeting notes and coordinate mission moment/education calendar.
Assist with planning retreats and offsite meetings.
Program Support (Homeowner Services & Critical Repair)
Assist with initial applicant intake, background checks, and provide program information to prospective applicants for both Homeownership and Critical Repair Programs.
Assist with file management and document collection from application to post-closing.
Team & IT Support
Assist with staff onboarding and coordinate IT setup (serves as IT point-of-contact).
Assist with staff engagement, appreciation events, and wellness initiatives.
Support other departments with administrative needs as requested.
Compliance
Complete all required trainings (federal, state, HFHI).
Office Safeguarding- ensure staff training and compliance.
Qualifications
AA/AS Degree or 3-5 years equivalent work experience.
Strong customer service mindset and comfort interacting with the public.
Attention to detail and the ability to follow established procedures.
Strong communication, organization, and discretion with confidential info.
Proficiency in Microsoft Office Suite; PowerPoint and Excel are especially helpful.
Comfortable juggling multiple priorities and adjusting as needed.
Knowledge of housing regulations and Spanish language skills are pluses.
Hours/Working Conditions
25-30 hours/week – Typical schedule is Monday–Friday during business hours with occasional evening or weekend hours for events or meetings. Hours may vary during busy seasons (applications, home closings, special events, etc.).
Office conditions with occasional build site and other environments.
Ability to lift up to 20 pounds and occasionally move office or event materials.
Medical, dental, and vision insurance becomes effective following 30 days of employment and is offered to employees working 30+ hours per week. We also offer a 403(b)-retirement plan with an employer match available after one year of work, paid holidays and prorated paid time off based on hours worked.
EEO Statement Habitat for Humanity Williamson-Maury is an equal opportunity employer and is committed to building and maintaining a culturally diverse workplace. We encourage women, minorities, individuals with disabilities, and veterans to apply. All qualified applicants will receive consideration for employment without regard to race, religion, color, national origin, sex, sexual orientation, gender identity, age, status as a protected veteran, among other things, or status as a qualified individual with a disability.
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The Executive Affiliate Assistant serves as the welcoming face of the organization while ensuring the office runs smoothly by providing administrative and operational support to a mission-driven team.
Key Responsibilities Office & Administrative Support
Oversee office supplies, equipment, vehicle maintenance, and vendor coordination.
Greet guests, manage calls, and provide program info.
Manage mail, office inventory, and copier maintenance and troubleshooting.
Coordinate staff acknowledgments (birthdays, condolences, etc.).
Proactively resolve day-to-day issues and streamline admin processes.
Maintain confidentiality and professionalism in handling sensitive information.
Ensure proper procedures are followed for incoming funds in coordination with the Finance and Development departments.
Executive Support
Manage the staff calendar and monitor shared organizational email (info@, apply@, volunteer@), and administrative tasks.
Support event and board meeting logistics (e.g., materials, presentations).
A notary commission is helpful (but not required).
Meeting & Event Coordination
Prepare agendas, materials, and refreshments for internal and external meetings.
Take staff meeting notes and coordinate mission moment/education calendar.
Assist with planning retreats and offsite meetings.
Program Support (Homeowner Services & Critical Repair)
Assist with initial applicant intake, background checks, and provide program information to prospective applicants for both Homeownership and Critical Repair Programs.
Assist with file management and document collection from application to post-closing.
Team & IT Support
Assist with staff onboarding and coordinate IT setup (serves as IT point-of-contact).
Assist with staff engagement, appreciation events, and wellness initiatives.
Support other departments with administrative needs as requested.
Compliance
Complete all required trainings (federal, state, HFHI).
Office Safeguarding- ensure staff training and compliance.
Qualifications
AA/AS Degree or 3-5 years equivalent work experience.
Strong customer service mindset and comfort interacting with the public.
Attention to detail and the ability to follow established procedures.
Strong communication, organization, and discretion with confidential info.
Proficiency in Microsoft Office Suite; PowerPoint and Excel are especially helpful.
Comfortable juggling multiple priorities and adjusting as needed.
Knowledge of housing regulations and Spanish language skills are pluses.
Hours/Working Conditions
25-30 hours/week – Typical schedule is Monday–Friday during business hours with occasional evening or weekend hours for events or meetings. Hours may vary during busy seasons (applications, home closings, special events, etc.).
Office conditions with occasional build site and other environments.
Ability to lift up to 20 pounds and occasionally move office or event materials.
Medical, dental, and vision insurance becomes effective following 30 days of employment and is offered to employees working 30+ hours per week. We also offer a 403(b)-retirement plan with an employer match available after one year of work, paid holidays and prorated paid time off based on hours worked.
EEO Statement Habitat for Humanity Williamson-Maury is an equal opportunity employer and is committed to building and maintaining a culturally diverse workplace. We encourage women, minorities, individuals with disabilities, and veterans to apply. All qualified applicants will receive consideration for employment without regard to race, religion, color, national origin, sex, sexual orientation, gender identity, age, status as a protected veteran, among other things, or status as a qualified individual with a disability.
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