Executive Assistant to CEO

Organizational Overview

Upward Bound House (UBH) is dedicated to ending the cycle of intergenerational family homelessness.  We compassionately provide a continuum of services ranging from crisis housing to permanent housing and homelessness prevention.  With over 30 years of experience in family homelessness, UBH is a leading services provider, contributing to and advocating for lasting solutions to end family homelessness.  Our diverse team is passionate about our mission, UBH provides a fast-paced environment that values empowerment, collaboration, diversity, relationships, efficiency and communication.  UBH provides a supportive, caring and merit-based environment for team members and is vested in their growth and development.

Position Summary

The Executive Assistant (EA) will perform diverse secretarial duties and administrative functions requiring confidentiality, initiative and sound decision-making for the CEO. The EA will provide “gatekeeper” and “gateway” role, providing a bridge for smooth communication between the CEO and staff, conserve the CEO’s time and provide sophisticated calendar management to the CEO.  The EA will rely on excellent organizational skills and the ability to effectively handle multiple priorities; need to adapt procedures, processes and techniques to the completion of assignments.  Additionally, the EA will exercise independent judgment, in the event that the CEO is unavailable; the EA may from time to time act as proxy for the CEO, representing CEO in meetings or communications. The EA also serves as a liaison to the Board of Directors and senior management teams. The role’s objective is to provide support to both internal and external parties with a high level of professionalism and in a manner that reflects positively on the organization.

ESSENTIAL FUNCTIONS

Executive Support

• Maintain and actively manage the CEO’s daily calendar to incorporate internal and external meetings and allocate time according to top priorities.
• Work with the Chief of Staff to develop and maintain administrative systems to track meeting requests, deadlines, daily correspondence, meetings attended, time analysis, etc.
• Prepare CEO for all meetings by developing a weekly briefing book that includes a daily calendar, meeting logistics (if meeting is out of office), meeting agendas, and succinct and informative pre-reading documents.
• Manage and support CEO travel and accommodate all special needs. Travel support documentation is thorough and inclusive of all pertinent information.
• Utilize advanced technological tools and software to create detailed reports, graphs, and analytical presentations for the CEO and executive team, ensuring timely and accurate information dissemination for strategic decision-making.
• Respond to email and written correspondence on behalf of the CEO in a timely, professional manner.
• Actively manage the CEO’s inbox by flagging critical items requiring a response by the CEO, delegate to other members of the Executive Office team, or directly handling a response.
• Track and ensure timely review of documents requiring the CEO’s review and/or approval.
• Coordinate and execute Executive and Direct Report retreats and other in-person activities.
• Coordinate recruitment processes with hiring firms or Human Resources Department for CEO direct report hires.
• Complete additional administrative tasks including timekeeping, expense reports, and invoice processing with strong attention to detail.
• Professionally handle confidential information.
• Act as liaison with other internal departments stakeholders and outside organizations.
• Keep informed about major projects; learn and stay abreast of current priorities as they relate to the CEO’s goals and strategy.
• Assess processes and procedures in the busy Office of the CEO and recommend solutions to increase efficiency.

Board Support and Liaison

• Record, produce, disseminate and archive the official record of all Board of Directors and Committee meetings and prepare materials and logistics necessary for Board activities.
• Maintain discretion and confidentiality in relationships with all Board members.
• Prepare Board and Committee meeting minutes for CEO.
• Comply with applicable rules and regulations set in bylaws regarding board and committee matters, including advance distribution of materials before meetings in electronic/paper format.
• Coordinate meetings, appointments, and handle all correspondence, filing, etc., associated with the Board of Directors’ activities.
• Maintain confidential information and exercise good judgment with courtesy, tact, and discretion in public contacts and in the disposition of problems.
• Support Board and CEO in planning and hosting quasi-social functions.

SKILLS AND QUALIFICATIONS:

• Bachelor’s degree in Business Administration, Communication or related field required.
• Minimum 5 years full-time related experience supporting executives, preferably in a non-profit organization.
• Demonstrated ability to handle sensitive information with the utmost confidentiality and discretion.
• High proficiency with MS Office applications, Google Suite, Concur, Zoom, etc. and impeccable technical skills, including high-level comfort with — apps, sites, tools; demonstrated ability to stay abreast of time and effort enhancing tools.
• Extremely organized and detail-oriented with a commitment to excellence.
• Outstanding interpersonal skills and professionalism, as this job requires frequent interaction with diverse individuals including board trustees and funders.
• Capacity to adapt to changing priorities and work well under pressure, maintaining a high level of professionalism.
• Strong written and oral communication skills. Research-savvy; internet and resource proficient.
• Ability to create strong relationships, both inside and outside the organization, and represent the organization in the most effective and gracious manner.
• Poised, confident, self-directed, and assertive with high energy, resourcefulness, adaptability, and creativity.
• Intuitive, with a proactive focus on supporting the goals of the CEO.
• Formidable coordination ability in true partnership with CEO and Chief of Staff.
• Interest in, understanding of, and commitment to the mission of Upward Bound House.
• Ability to work in the office five (5) days per week. Flexible hours as dictated by the needs of the organization for projects and meetings.
• Ability to work independently, but with good judgment to know when to involve others or ask for guidance.
• Great interpersonal skills, strong work ethic, proactive and punctual.

PREFERRED ATTRIBUTES:

• Business sense - has a strong business sense and can decipher priorities and make sound judgment calls when needed.
• Commitment to excellence - perform duties at the highest level possible on a consistent basis.
• Excellent communicator - able to interact with people of all levels in a confident, professional manner. Excellent presentation and facilitation skills.
• Team player - have team-oriented experience and approach.
• Service focus - dedicated to meeting the expectations of the CEO by maintaining effective relationships with interested parties.
• Ability to think outside of the box with a sense of urgency.
• Self-motivated with excellent organizational, people, project, and time management skills. Ability to prioritize a diverse and demanding workload; set attainable expectations; delegate appropriately; and hold yourself and collaborators accountable to deadlines, milestones, and a high level of excellence.
• Open to coaching and receiving feedback, and willing to give it.
• Ability to juggle multiple projects and deadlines, thrive on problem solving and challenges.
• Possess a positive attitude and approach work with curiosity, humor, and a growth mindset.
• Enjoys working in a collaborative team environment, has excellent interpersonal skills, and actively engages colleagues in your work and support their efforts.
• Takes a customer-focused approach to working with any and all stakeholders.
• Passion for the organization’s mission and deep interest in being an integral part of the UBH team.
• Ability to wear many hats and work with many different people from different communities in a single day. Ability to adapt to evolving needs and accommodate last-minute changes.
• Sense of professional attire.

RESPONSIBILITIES COMMON TO ALL AGENCY EMPLOYEES

• Maintain a safe work environment and confidentiality at all times.
• Be proactive, creative, and flexible in determining, evaluating, researching, and resolving issues.
• Organize and prioritize multiple activities to meet all external and internal deadlines.
• Maintain professional demeanor that reflects positively on the agency.
• Demonstrate respect and courtesy toward others.
• Ability to thrive in a work environment emphasizing teamwork and collaboration.
• Respond in a timely manner in all aspects of communication.
• Work with minimum supervision.
• Perform other duties as assigned.

MANDATORY REQUIREMENTS

• Employment eligibility verification
• Current California driver’s license and State-required insurance and a driving record acceptable to the organization and/or its insurance carrier
• Reliable transportation; use of a personal vehicle to travel between worksites and other locations is required
• Successful completion of background screening