Executive Assistant

3 weeks ago

Saint Louis, United States Covenant House Missouri Full time
Job DescriptionJob Description

PURPOSE OF POSITION

Covenant House Missouri (CHMO) welcomes youth who are runaway, trafficked, at-risk, or experiencing homelessness with unconditional love, absolute respect and a place to call home. Beyond shelter and basic needs, we deliver transformative solutions to help young people ages 16 to 24 build productive, independent and sustainable lives.

The Executive Assistant performs administrative duties for executive leaders and has the ability to work under pressure, multitask and the demeanor to deal with ever changing, high performing work environment in a manner which reflects the mission, philosophy and policies of Covenant House Missouri.


SUMMARY OF DUTIES:

  • Reporting directly to the CEO, the executive assistant provides administrative support to the CEO and other executive leaders as needed. Provides calendar assistance, maintains appointment schedule by planning and scheduling internal and external meetings, conferences, teleconferences, and travel, and manages routine paperwork and filing, both paper and electronic.
  • Supports the executive leadership team, board of directors, and board committees with the scheduling of meetings, maintenance of committee files, coordinating correspondences, taking minutes and obtaining documents and signatures.
  • Prepare various reports and information packets for board meetings, internal staff meetings, and meetings with external groups and organizations.
  • Serves as an administrative representative on internal committees such as the Employee Advisory Board and Campus Safety Committee
  • Responsibilities include but are not limited to: screening calls; managing calendars; making travel, meeting and event arrangements; preparing reports and financial data; and customer relations.
  • Ensures employees have the tools, information and resources they need to effectively do their jobs through the management of administrative and office supplies within budget, price comparisons, inventory management and maintaining effective vendor relationships
  • Coordinates logistics, travel and meeting room arrangements for all-staff events, including One Team Meeting, Leadership Team Meeting, New Hire Orientations, and assist in facilitating off-campus team engagement events
  • Provide ongoing support to the executive leadership team on the development of meeting and presentation materials, including PowerPoint presentations, agendas, meeting materials, and meeting minutes as needed.
  • Vendor liaison for shared administrative systems such as copy machines, fax machines, scanners, telephony, network providers, and other systems as needed.
  • Maintains confidence and protects operations by keeping information confidential.
  • Represents the organization, specifically the CEO, with internal and external customers. Including frequent and regular internal contact with all CHMO staff, outside contacts with vendors and suppliers, outside agencies, the public, and the community.
  • Prepares management reporting by collecting and analyzing information, utilizing via scanning, composing, updating, monitoring and editing a variety of internal and external correspondence, forms and reports.
  • Provide background information, meeting summaries and/or supporting documents in preparation for appointments and meetings.
  • Completes as needed administrative projects for CEO, CAO, and CPO.
  • Provides back-up support to front desk
  • Perform other duties and assist with other projects as assigned.

SUPERVISORY DUTIES

No supervisory duties

WORKING RELATIONSHIPS

Regular contact with all CHMO staff, CEO, board members, donors, volunteers and outside agencies.


KNOWLEDGE, SKILLS, & ABILITIES

Education & Experience

A Bachelor's degree in business administration or related field preferred and 3-5 years' experience working in nonprofit or office administration preferred. High School Diploma or equivalent required. Previous experience working in human service agency helpful


Knowledge/Skills

  • Proficiency with Microsoft Office Suite including PowerPoint, Excel, Word, and Teams.
  • Organizational and clerical skills, including proficient IT acumen.
  • The ability to work cooperatively with others to achieve shared goals, showing diplomacy and flexibility when there are conflicting opinions; supporting other people's performance to achieve the best possible results.
  • The ability to take control of a situation and to lead by empowering others into an effective team. Inspiring and energizing others to carry out tasks and achieve goals by displaying a clear sense of direction and values.
  • The ability to relate to, and feel comfortable with, people at all levels and to be able to make and maintain good working relationships with co-workers, supervisors, representatives of other agencies, and the public.
  • The ability to verbally express ideas in a way that is easily understood by others who are unfamiliar with the topic, including delivering a presentation, giving accurate information or acting as a spokesperson.
  • The ability to write concisely and convey meaning in a manner appropriate to different readers, presenting a persuasive argument.
  • The ability to respond to, anticipate, and positively manage change.
  • Tech savvy with the ability to prepare presentations and documents that are clean, concise and engaging
  • Flexible team player who thrives in environments requiring ability to effectively prioritize and juggle multiple concurrent tasks.
  • The ability to relate to your coworkers, inspire others to participate, and mitigate conflict with coworkers.
  • The ability to design, plan, organize, and implement projects and tasks within an allotted timeframe.

WORK ENVIRONMENT/ PHYSICAL DEMANDS

  • Moderate concentration.
  • Frequent interruptions.
  • Moderate noise level.
  • Moderate sitting, standing and eye strain, light walking, bending and lifting.


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