Habitat for Humanity International (HFHI) is currently seeking a proactive, experienced professional for the role of Executive Administrator for the Chief Operating Officer (COO). Reporting to the COO, this position will provide full and diversified project and office administrative support, proactively creating systems to efficiently manage the COO’s workload. As a proactive self-starter, you will use your extensive experience, critical thinking and polished interpersonal skills to collaborate with all levels of the organization on behalf of the COO. This key support position interacts regularly with staff inside the US as well as around the world and must be able to clearly articulate information to a wide range of people.
This position will be located at HFHI's administrative headquarters in downtown Atlanta, GA.
Provide general administrative and technical support:
- Manage technology, scheduling, and planning for office management needs.
- Assess and categorize level of importance of incoming communications to triage to the appropriate resource in a courteous and timely manner.
- Respond to phone calls, emails and incoming mail, and research additional information as needed.
- Make travel / transportation arrangements (both within the US and internationally)
- Compile reports and collect data.
- Provide administrative and technical support for others in the division as needed.
Plan meetings for the divisions:
- Organize meeting logistics and travel, both within the US and internationally, across multiple time zones.
- Coordinate agendas and take minutes for meetings and conference calls.
- Assist with meeting coordination as needed.
Projects and special assignments:
- Proactively assist with projects and special assignments, and create systems to effectively manage workflow, deadlines, and feedback
- Writing letters, reviewing speeches, and editing business documents and resources.
- Flexibility to take on last-minute projects as needed.
Collaborate with internal and external customers:
- Professionally represent the COO when communicating with all levels of the organization, and with eternal audiences.
- Garner trust and respect for divisions in order to accomplish goals through superior customer service.
- Other related duties as assigned by supervisor.
- Minimum 3-5 years’ experience as an executive assistant or in a senior-level administrative role with a track record of consistently executing tasks within defined timelines.
- Experience booking international travel and scheduling meetings across time zones strongly preferred.
- Outstanding people skills and high emotional intelligence in order to proactively anticipate COO, and interact with all levels of the organization and external customers.
- Must have strong planning and prioritization skills, and excellent attention to detail.
- Excellent written and verbal communications skills.
- Ability to be flexible, collaborative, and multi-task effectively in a fast-paced environment.
- Ability to maintain confidentiality of sensitive issues, and be a problem solver.
- Proficient with MS Office Word, Excel, Outlook and PowerPoint.
- Willingness and ability to work some evenings/weekends as required.
- Travel as needed up to an estimated 10%.