Executive Administrative Assistant
Habitat for Humanity of Greater Sacramento, Sacramento, CA, United States
Habitat for Humanity of Greater Sacramento provides Sacramento and Yolo County individuals and families with a springboard to secure, stable futures through affordable homeownership, home repairs, and neighborhood revitalization. Habitat for Humanity of Greater Sacramento impacts thousands of people annually through home builds, repairs, and community projects.
Your Impact
Reporting directly to the President & CEO and the Chief Administrative Officer, the Executive Office Administrator assists with day-to-day operations of the affiliate office. This includes but is not limited to providing executive support to the CEO and serving as Board liaison. The ideal candidate is a highly organized, proactive, solution-oriented, independent self-starter who is trustworthy and detail oriented. The Executive Office Administrator needs to be able to work well with people of diverse backgrounds, have a solid work ethic and high integrity as well as the ability to exercise good judgement and maintain confidentiality in a variety of situations. Must possess strong verbal and written communication, exceptional organizational skills, be flexible to changing circumstances and have the ability to maintain balance in a fast-paced working environment.
Executive Support (50%)
Completes a wide variety of administrative tasks for the President & CEO including managing an active calendar, completing expense reports, arranging travel
Support with internal and external communications for all departments, responding to emails, mail inquiries, and other correspondence
Maintain a quality filing and communication system including contact management, document management and archiving
Conducts research and prepares reports, presentations, and other documents for meetings and events
Assists with special projects to support members of the Leadership Team
Serve as a liaison to the Board of Directors and affiliated committees
Responsible for managing Board logistics, documents, and records
Maintains discretion and confidentiality in relationship with all Board members
Prepare, facilitate and record Board meetings
Adheres to applicable rules and regulations set in bylaws regarding Board and Board committee matters, including advance distribution of materials before meetings in electronic/paper format
Office Management (30%)
Maintain and manage an office that is professional and inviting
Manage office space scheduling and usage
Serve as point person for facilities maintenance, mailing, shipping, and purchasing requests
Greet and assist guests, vendors, and clients
Work with Chief Administrative Officer to maintain clear and consistent front-facing messaging, particularly signage and communication with external contacts
Coordinate the agenda and logistics of all-staff meetings and off-site staff events
Records notes at all-staff meetings and provides recap
Assist with incoming mail processing
Adhere to office budget and maintain record of office expenses
Coordinate use of shared resources, including the purchasing of supplies
Coordinate services and vendors to maintain a clean and functional office space
Answer telephone calls and emails from clients and vendors and direct them to relevant staff
Assist with compliance of records retention regulations and report on destruction schedules
Staff support, including keeping staff up-to-date with latest organizational developments
Collaborating with HR to manage employee records, attendance, and vacation schedules
Creation of signage, digital and print collateral for the office
Skills
Proven experience successfully performing the essential responsibilities and expectations of this position, working in a team-oriented and collaborative environment
Excellent organizational, time management, and prioritization skills
Very strong written and verbal communication skills; capable of interacting with individuals internally and externally
Highly organized, ability to multi-task, meet deadlines, and flexibility to adapt to the work
Excellent organizational and prioritization skills; ability to manage an unpredictable workflow and possess the flexibility to respond thoughtfully and quickly
Strong problem solving skills with ability to multitask in a fast-paced environment
Must have excellent PC knowledge - Microsoft Office Suite applications, Zoom, Adobe Acrobat Pro, PowerPoint, Excel (including charts), Adobe CC and accompanying design skills, and WordPress
Positive attitude and exceptional interpersonal skills, coupled with customer service-oriented approach
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Your Impact
Reporting directly to the President & CEO and the Chief Administrative Officer, the Executive Office Administrator assists with day-to-day operations of the affiliate office. This includes but is not limited to providing executive support to the CEO and serving as Board liaison. The ideal candidate is a highly organized, proactive, solution-oriented, independent self-starter who is trustworthy and detail oriented. The Executive Office Administrator needs to be able to work well with people of diverse backgrounds, have a solid work ethic and high integrity as well as the ability to exercise good judgement and maintain confidentiality in a variety of situations. Must possess strong verbal and written communication, exceptional organizational skills, be flexible to changing circumstances and have the ability to maintain balance in a fast-paced working environment.
Executive Support (50%)
Completes a wide variety of administrative tasks for the President & CEO including managing an active calendar, completing expense reports, arranging travel
Support with internal and external communications for all departments, responding to emails, mail inquiries, and other correspondence
Maintain a quality filing and communication system including contact management, document management and archiving
Conducts research and prepares reports, presentations, and other documents for meetings and events
Assists with special projects to support members of the Leadership Team
Serve as a liaison to the Board of Directors and affiliated committees
Responsible for managing Board logistics, documents, and records
Maintains discretion and confidentiality in relationship with all Board members
Prepare, facilitate and record Board meetings
Adheres to applicable rules and regulations set in bylaws regarding Board and Board committee matters, including advance distribution of materials before meetings in electronic/paper format
Office Management (30%)
Maintain and manage an office that is professional and inviting
Manage office space scheduling and usage
Serve as point person for facilities maintenance, mailing, shipping, and purchasing requests
Greet and assist guests, vendors, and clients
Work with Chief Administrative Officer to maintain clear and consistent front-facing messaging, particularly signage and communication with external contacts
Coordinate the agenda and logistics of all-staff meetings and off-site staff events
Records notes at all-staff meetings and provides recap
Assist with incoming mail processing
Adhere to office budget and maintain record of office expenses
Coordinate use of shared resources, including the purchasing of supplies
Coordinate services and vendors to maintain a clean and functional office space
Answer telephone calls and emails from clients and vendors and direct them to relevant staff
Assist with compliance of records retention regulations and report on destruction schedules
Staff support, including keeping staff up-to-date with latest organizational developments
Collaborating with HR to manage employee records, attendance, and vacation schedules
Creation of signage, digital and print collateral for the office
Skills
Proven experience successfully performing the essential responsibilities and expectations of this position, working in a team-oriented and collaborative environment
Excellent organizational, time management, and prioritization skills
Very strong written and verbal communication skills; capable of interacting with individuals internally and externally
Highly organized, ability to multi-task, meet deadlines, and flexibility to adapt to the work
Excellent organizational and prioritization skills; ability to manage an unpredictable workflow and possess the flexibility to respond thoughtfully and quickly
Strong problem solving skills with ability to multitask in a fast-paced environment
Must have excellent PC knowledge - Microsoft Office Suite applications, Zoom, Adobe Acrobat Pro, PowerPoint, Excel (including charts), Adobe CC and accompanying design skills, and WordPress
Positive attitude and exceptional interpersonal skills, coupled with customer service-oriented approach
#J-18808-Ljbffr