The Executive Assistant (EA) provides the primary support to the President & CEO, facilitating the administrative and programmatic functions within Habitat for Humanity East Bay/Silicon Valley. The EA will also be responsible for general support in operations, facilities and information technology management.
Areas of Responsibility:
President & CEO
- Manage files; create appropriate filing system and maintain
- Manage incoming and outgoing correspondence
- Coordinate meeting logistics for all-staff meetings and retreats
- Manage meeting and travel schedule
- Assist in the strategic planning process including the planning retreat, document preparation and other logistic tasks as assigned
- Governance Board Coordination
- Prepare orientation materials
- Coordinate logistics for retreats and events
- Coordinate Board meetings including packet preparation, meeting logistics, etc.
- Attend meetings and take minutes, publish
- Assist with other projects and tasks as assigned
- Update/maintain meeting record book; create board action and policy cover sheet
- Update Board and staff contact lists
- Maintain/update Board portal
- Support the Executive Committee by taking minutes at meetings, coordinate meeting logistics, etc
Fundraising Board Coordination
- Prepare orientation materials
- Coordinate business meetings including packet preparation, meeting logistics, etc.
- Attend meetings and take minutes, publish
- Maintain/update Foundation Board portal
Information Technology (IT), Communications & Office Equipment
- Administer contracts and monitor and manage performance of IT support and copiers
- Coordinate and implement the IT plan.
- Manage equipment ordering, allocation and removal.
- Administer contracts & performance of all office equipment vendors
- Troubleshoot IT issues and ensure proper communication and implementation of IT changes
- Office Facility Management
- Manage facility needs at both office locations and provide support to facility needs at ReStore locations
- Manage and maintain supplies at office facilities, and other locations as necessary
- Notify building owners of problems with facilities, ensure timely correction & notification to all internal parties
- Secure overflow meeting space as necessary
- Manage and monitor performance of maintenance & janitorial staffs
- Prepare workspace for new employees, computer, account set-up, etc.
General Administrative
- Maintain general voicemail system and answer incoming calls and disseminate relevant information
- Collect and disburse mail
- Manage and administer the vehicle auto & truck fleet including leases, license and registration renewals.
- Manage transition to fully outsource fleet management
- Prepare annual application for organizational insurance
- Administer insurance policies as needed to onboard / remove assets from policies
- Assist with maintenance of organizational policies
- Assist DHRO with trainings and AmeriCorps related activities
Educational Background:
BA or equivalent
Skills/Experience:
- Minimum of five (5) years’ experience in executive administrative work
- In-depth knowledge of MS Windows, Word, Excel, PowerPoint, and other software programs
- Detail oriented skills required; must be a highly organized professional
- Ability to multitask and collaborate with multiple people simultaneously
- Excellent communication skills required, both verbal and written
- Experience with and commitment to a mission-based nonprofit
- HEBSV mission driven values, community oriented, and comfortable working in a fast paced environment, task oriented
Knowledge, Skills, and Abilities:
- Commitment to the Habitat mission
- Demonstrated ability to multitask in a fast-paced environment
- Ability to self-manage stress
- Organized, methodical, detail-oriented, and analytical
- Proficient in Microsoft Office applications
- Excellent oral and written communication skills
Responsibility and Decision-Making Authority:
- Must be able to work independently as well as on a team.
- Working Environment/Minimum Physical Requirements:
- This position requires travel to two primary offices (Oakland and Milpitas) with periodic travel to event sites. Must attend early and evening meetings. Some weekend work required.
Job Function:
Organization Info
Listing Stats
Post Date:
Mar 27 2019
Active Until:
Apr 27 2019
Hiring Organization:
Habitat for Humanity International
industry:
Nonprofit