Executive Assistant

3 weeks ago

Springfield, United States Way Finders Full time

Department: Administration Work Arrangement: Hybrid-remote

**Executive Assistant**

**At Way Finders, we are passionately invested in lifting up the region’s people, places, and systems. **Though our team performs a wide variety of functions, we are united by our shared mission: to build and advocate for a thriving and equitable region; to improve the stability and economic mobility of families and individuals; and to develop and manage a robust range of safe, affordable housing options.

Interested in joining our team of dedicated professionals? Way Finders is currently seeking a full-time **Executive Assistant**. **The Executive Assistant provides diversified administrative and high-level support to the Chief Operating Officer (COO) and Chief Legal Officer (CLO) plus other members of the Executive team to maximize the achievement of overall organizational objectives. The Executive Assistant is assigned specific areas of concentration but will be able to collaborate with other administrative staff to ensure a seamless flow of support across the executive level.**

**Responsibilities include**:

- Brief Chief(s) daily, or as necessary, on substantive communications; seek guidance and direction when appropriate to determine desired action to be taken
- Oversee the preparation of briefing materials prior to internal and external meetings; maintain file copies as appropriate
- Arrange meetings on behalf of Chief(s)
- Respond to general inquiries and complaint calls, routing accurately and efficient, and following up as necessary; report to leadership as appropriate
- Use judgment in the receipt, response and/or referral of calls from the community, elected officials, board members, and stakeholders
- Develop and maintain administrative systems and procedures relative to the Chief(s) files, corporate records, board liaisons; oversee data collection from fund development and relationship-building activities
- Function as staff liaison to the Board of Directors, providing periodic notification of meetings, distribution of board and committee meetings minutes; maintain thorough files and records, both hard copy and electronic
- Draft routine correspondence on behalf of Chief(s); review, edit, and prepare signature documents as appropriate
- Maintain the organization’s database of important relationships, including the master mailing list and the lists of donors and supporters of the organization
- As directed, participate in special projects, collaborating with internal staff and external stakeholders in a professional and timely manner
- Inform leadership of any issues that may adversely affect the department, relationship with stakeholders, or organization
- Remain current on administration, communication, and software tool trends, plus executive assistant best practices

**Requirements include**:

- 5 years' equivalent or related working experience, with 1 year as a field specialist; a combination of experience plus a Bachelor's degree may be a substitute
- Proven ability to compose original business letters correspondence where accuracy and tact are of the utmost importance
- Proven ability to maintain confidentiality in matters of organizational personnel, finance, and developing strategic plans
- Excellent organizational skills with the ability to establish priorities and schedule activities as necessary to complete all tasks in a timely manner, achieve deadlines, and effectively multi-task

**Benefits include**: Generous paid time-off | 12+ holidays annually | Health, dental, and vision insurance options | Educational assistance | Medical Reimbursement Account | Dependent Care Account | 403(b) retirement plan with employer match | Life insurance | Short-term and long-term disability insurance | Transportation benefits | Employee Assistance Program | Annual staff picnic

Way Finders is an Equal Opportunity Employer that seeks a diverse staff in order to reflect our community and those we serve. Qualified individuals from diverse backgrounds are strongly encouraged to apply. This position is available to all without regard to race, color, religion, national origin, disability, age, gender or gender identity, sexual orientation, political affiliation, or veteran status. We provide reasonable accommodation for qualified individuals.

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