Executive Assistant

 

Date:  March 2019 
Departments:   Executive/COS
Reports to: President & CEO/ Director of HR & Operations 
Classification:  Full time, regular, non-exempt

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.

Essential Functions of Position: 

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

Position Qualifications:

  • BA or equivalent
  • 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.

Note: This document describes typical duties and responsibilities and is not intended to limit management from assigning other work as desired.

Please submit resume and cover letter to: HR@habitatebsv.org

About the Author

Habitat for Humanity East Bay/Silicon Valley

As an independent affiliate of Habitat for Humanity International, Habitat East Bay/Silicon Valley believes in a world where everyone has a decent place to live. We create opportunities for families to transform their lives, gaining the strength, stability, and self-reliance they need to build a better future. Working together as a community, we build homes with affordable mortgages, repair and renovate existing homes, counsel first-time homebuyers, and revitalize neighborhoods in Alameda, Contra Costa, and Santa Clara counties. For more information, please call 866.450.4432.

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