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Habitat for Humanity of Greater Sacramento · 1 day ago

Executive Administrative Assistant

Sacramento, CA

Full-time

Onsite

Mid Level

Habitat for Humanity of Greater Sacramento is dedicated to providing individuals and families with opportunities for affordable homeownership and community revitalization. The Executive Administrative Assistant will support the President & CEO and Chief Administrative Officer with daily operations, manage executive communications, and serve as a liaison to the Board of Directors.

Construction

Responsibilities

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

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

Qualification

Microsoft Office SuiteOrganizational skillsVerbal communicationWritten communicationProblem solvingCustomer serviceMulti-taskingAdobe Acrobat ProZoomPowerPointExcelAdobe CCWordPressInterpersonal skillsTime managementFlexibility

Required

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

Must be able to pass background check