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Houston Food Bank · 3 weeks ago

Executive Assistant - Project Coordinator (On-site)

Houston,TX,US

Full-time

Onsite

Mid, Senior Level

3+ years exp

Houston Food Bank is seeking an Executive Assistant - Project Coordinator to provide administrative support to an Executive team member while coordinating various projects. The role requires exceptional organizational skills, the ability to maintain confidentiality, and a proactive approach to managing schedules and events.

Non Profit

Responsibilities

Reliable, consistent, on-site attendance is a requirement. This position requires dependable attendance to meet the needs of the business, including attending and participating in meetings and presentations

Coordinates and accurately maintains the Executive's calendar and email to optimize time and information sharing. Proactively makes alternative arrangements for conflicts of scheduling

Coordinates all aspects of travel, meetings, and other events, including managing expenses by collecting receipts, coding expense reports, and submitting a reimbursement request. Provides Accounting with a complete and balanced copy of all statements and receipts with proper approvals. Responsible for handling all discrepancies, returns, and/or credits through the credit card website and/or NetSuite

Knowledgeable of department and organizational systems (i.e., NetSuite, Paylocity)

Monitors deadlines, follows up on delegated tasks, and provides appropriate reminders

Operates with a high level of integrity and the ability to maintain strict confidentiality

Provides data analysis and reporting as requested, such as canned reports and scorecards

Supports local employee engagement activities such as team recognition, events, etc

Submits IT requests and ensures distribution lists are accurate

Coordinates a variety of tasks, events, or special projects in support of the Executive’s function and department

Provides meeting agendas, captures notes, meeting minutes, and action items as appropriate; distributes, archives, and schedules follow-up meetings as action items dictate

Assists with the preparation of presentations and materials for internal and external meetings

Drafts, proofreads, and edits mailings, correspondence, memorandums, pre-approved contract templates, and other documents as needed

Supports meetings with the Board of Directors and Committees, when needed

Coordinates and takes required steps to ensure the Executive’s meetings have the required set up and preparation of agenda, invitation lists, and materials, and coordinates AV to connect remote staff and/or meeting attendees

Actively supports projects and initiatives to ensure the most efficient use of departmental resources and time

Establishes credibility throughout the organization with management and employees through responsiveness and quality of work product

Leverages knowledge and experience to identify opportunities with existing technology to further support, simplify, and automate processes and enhance the experience with an eye for innovation and continuous improvement

Develops techniques for compiling, preparing, and organizing departmental information

Demonstrates behavior that is professional, ethical, responsible, composed, and in alignment with HFB policies, procedures, and expectations

Qualification

Microsoft Office SuiteCalendar managementEmail managementData analysisProject coordinationCustomer serviceCommunicationOrganizational skillsAttention to detailProblem-solving skills

Required

Bachelor's degree from an accredited four-year college or university in Business Management, Communications, or a closely related field (strongly preferred) or a combination of education and relevant experience

3-5 years of direct senior-level administrative support experience or extensive exposure to C-Suite protocols and executive meeting etiquette, including capturing meeting minutes

Must have reliable transportation, a valid driver's license, and insurance

Proficient in Microsoft Office Suite, including but not limited to Excel, Word, PowerPoint, Outlook, Google Sheets, and DocuSign

Must be proactive, have meticulous attention to detail and execution of all responsibilities, strong judgment, and decision making, and be forward thinking

Ability to work effectively with situations that require tact and diplomacy

Ability to work on multiple projects simultaneously on a variable schedule based on project demand

An active listener - giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times

Ability to meet and work with diverse populations and the general public

Must have excellent written and verbal communication skills with the ability to effectively interact and communicate with all levels within the company in English

Ability to learn new software systems

Strong customer service skills and willingness to assist others

Strong organizational skills, including the ability to multitask, prioritize, and thrive in a fast-paced environment

Demonstrated ability to work independently to complete projects and effectively collaborate with cross-functional teams and senior-level leadership

Strong analytical skills and problem-solving skills

High attention to integrity, ethics, and sensitivity, particularly regarding confidential information

Ability to apply common sense understanding to carry out detailed but uninvolved written or oral instructions

Ability to deal with problems involving a few concrete variables in standardized situations

Reliable, consistent, on-site attendance is a requirement