Executive Administrator

2 months ago

San Luis Obispo, United States People's Self-Help Housing Full time
Job DescriptionJob DescriptionDescription:
  • Assist the Executive Team (CEO, CFO, CHRAO, COO, and CREDO) and Board, as directed.
  • Supporting administration to the Executive Team, including travel management, calendar support, filing and auditing of Corporate Credit Card charges, processing invoices, and assisting with any special projects as requested.
  • Coordinate, schedule, prepare agenda, and take discussion notes at all meetings attended by a majority of Executive Team members (including bi-weekly Exec. Meeting & monthly Department Leads meetings). Manage any follow-up meetings or action items and their timelines based on agreed-upon Executive Team initiatives.
  • Manage training and conference registration for Executive team members and their delegates.
  • Act as Corporate Secretary: coordinate and schedule all Board and Committee (Finance, Audit, Executive, Pension, Human Resources, and Resource Development) meetings, collecting and disseminating any information required, assembling and sending packets and reminders, and taking and distributing all meeting minutes.
  • Assist Executive team with Board resolutions, staff reports, and Executive Team reports.
  • Support the Public Relations team in the planning and management of Board Retreats, Strategic Planning meetings, and company-wide events.
  • Assist the Executive team and Board, as directed, with the implementation and operation of the organization’s Strategic Plan.
  • Where requested, liaison between Executive Team and external contacts.
  • Manage/track corporate files and contracts and Board/Entity binders with the goal of creating and managing an index for all hard copy and electronic files.
  • Maintain Board certification and any other related documentation to ensure compliance and continued status as a Communication Housing Development Organization (CHDO).
  • Manage corporate affiliations and memberships (not directly associated with individual departments) and their associated event sponsorships.
  • Oversight and upkeep (including response to and dissemination of information) of the “ceo@pshhc” shared email address.
  • Coordinate NeighborWorks (NW) reporting (quarterly & annual), NW in-house review requirements, and NW Training Institute communications.
  • In collaboration with the Office Operations team, support notarization needs of the organization.
  • Facilitate time-sensitive items connected to financial closings, such as routing documents for signatures and mailing/copying/scanning necessary documents.
  • Assist Executive Team with external entities/Boards in which they take a lead role.
  • Distribute information, documentation, and communications to appropriate staff received through various email channels and mailings.
  • Ad-hoc support of Office Operations activities, including corporate office events, front desk coverage, and other tasks if and when all team resources are exhausted or expanded support is needed.
  • Ad-hoc support of external corporate events in collaboration with the Public Relations Department, including groundbreakings, grand openings, public information meetings, and large internal company gatherings.
  • Other duties as assigned by the CHRAO, CEO and Executive team members.
Requirements:

Skill & Knowledge Requirements

  • Strong Microsoft Office, multi-line phone system, Adobe Acrobat, database systems, and other relevant office technologies.
  • Proven project management skills in a medium sized organization
  • Ability to work effectively as part of a team
  • Ability to use sound judgement and make decisions independently
  • Excellent interpersonal and relationship-building skills
  • Flexibility and ability to work on multiple projects
  • Proven ability to maintain confidentiality
  • Excellent written and verbal communication. Bilingual skills (English/Spanish) desired.
  • Strong Microsoft Office, multi-line phone system, Adobe, database systems and other office-related technologies.

Experience Requirements

  • Experience working for a non-profit organization
  • 2-3 years’ experience providing direct support to an Executive staff member
  • Previous experience working directly with a Board of Directors

Education Requirements

  • Bachelor’s degree in business administration or related/relevant field or equivalent experience in lieu of an advanced degree.

License/Certification Requirements

  • Notary Public Certification, or ability to receive certification. PSHH will cover the cost of the certification.
  • Must possess a valid CA driver’s license and have access to a reliable vehicle.

Physical Requirements

  • Sitting for long periods of time, and occasional walking, standing, bending, pushing/pulling and lifting up to 20 pounds.

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