Covenant House Missouri · 3 months ago
Executive Office Administrator
St Louis, MO
Full-time
Onsite
Mid Level
$42K/yr - $51K/yr
3+ years expCovenant House Missouri (CHMO) welcomes youth who are runaway, trafficked, at-risk, or experiencing homelessness. The Executive Office Administrator is responsible for providing comprehensive administrative support to the CEO and executive leaders, managing office operations, and assisting with fundraising and marketing activities.
Responsibilities
Supports the CEO and executive leadership team, board of directors, and board committees with meeting scheduling, agenda preparation, committee file maintenance, correspondence coordination, minutes taking, and document and signature obtaining
Manage routine paperwork and filing, both physical and electronic
Prepare reports, agendas, presentations, and information packets for board meetings, internal staff meetings, and meetings with external organizations
Serve as an administrative representative on internal committees such as the Employee Advisory Board and Campus Safety Committee
Screen calls, manage calendars, arrange meetings and events, prepare reports and financial data, and handle customer relations
Manage the CEO's calendar, including scheduling meetings, coordinating appointments, and resolving any conflicts efficiently
Serve as the first point of contact between the CEO and internal/external stakeholders, including clients, vendors, and business partners
Organize and maintain the CEO's files, both physical and digital, ensuring easy retrieval of information
Plan, coordinate, and execute executive-level meetings, including Board of Directors meetings, leadership team sessions, and strategic planning events
Support the advancement team with fundraising, administration, and marketing activities
Assist with the scheduling and posting of social media content to enhance the organization's online presence and engagement
Assist with the logistics of fundraising events, including planning, coordinating with vendors, ordering items, managing registrations, and ensuring all event details are executed smoothly
Represent the organization internal and external customers, including regular contact with CHMO team members, vendors, suppliers, outside agencies, the public, and the community
Serve as back up database coordinator with reporting and data entry functions
Assist with developing, implementing, and managing marketing initiatives to promote Covenant House Missouri services and enhance brand visibility as needed
Coordinate with staff marketing strategies that include social media campaigns, email marketing, content creation, and digital advertising
Collaborate with internal management team to ensure consistent brand messaging across all platforms
Manage the company's website, ensuring that content is up-to-date, relevant, and reflective of Covenant House Missouri's mission and services
Maintain confidence and protect operations by keeping information confidential
Prepare management reports by collecting and analyzing information, utilizing various internal and external correspondence, forms, and reports
Provide background information, meeting summaries, and supporting documents for appointments and meetings
Complete administrative projects for executive leadership as needed
Provide backup support to the front desk and perform other duties as assigned
Coordinate complex domestic and international travel arrangements for Executive Leadership, ensuring seamless itineraries, accommodations, ground transportation, and all related logistics
Prepare and edit correspondence, presentations, reports, agendas, meeting materials, minutes, and other documents on behalf of Executive Leadership
Facilitate communication and follow-ups on action items resulting from meetings, ensuring tasks are completed promptly
Manage logistics for virtual and in-person meetings, ensuring all technological and physical setups are arranged
Assist in the planning and execution of special projects and initiatives as directed by the CEO and executive leaders
Track project timelines and milestones, ensuring that all deliverables are met within deadlines
Handle confidential information with discretion and maintain a high level of professionalism
Manage office supplies, equipment, and other resources to ensure operational efficiency
Process expense reports, invoices, and other administrative paperwork promptly
Ensure employees have the necessary tools, information, and resources to perform their jobs effectively by managing administrative and office supplies within budget, conducting price comparisons, inventory management, and maintaining vendor relationships
Coordinates logistics, travel and meeting room arrangements for all-staff events, including One Team Meetings, Leadership Team Meetings, New Hire Orientations, and off-campus team engagement events
Act as the vendor liaison for shared administrative systems like copy machines, fax machines, scanners, telephony, and network providers
Set up and maintain an agency-wide master calendar, and train team members on its use to ensure efficient scheduling and coordination across the organization
Qualification
Required
High School Diploma or GED required plus 5 years previous experience working in a human service agency helpful
3+ years of experience in an Executive Assistant role, preferably supporting a senior and executive leadership
Exceptional organizational skills with the ability to manage multiple tasks and priorities simultaneously
Strong written and verbal communication skills
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, and Teams) and marketing software tools
Preferred
A bachelor's degree in business administration or related field preferred
3 years experience working in nonprofit or office administration preferred
Proven experience in marketing, with a strong understanding of both traditional and digital marketing strategies
Company
Covenant House Missouri
Covenant House Missouri provides services to homeless, runaway and at-risk youth ages 16-24. Visit us on the web at www.covenanthousemo.org.
51-200 employees
Funding
Current Stage
Growth StageLeadership Team
Yusef Scoggin
Chief Executive Officer
Roderic Mitchell
Chief Program Officer
Company data provided by crunchbase