Executive Assistant/board Liaison

3 weeks ago

Neptune City, United States Affordable Housing Alliance Inc Full time

**JOB SUMMARY**:The Executive Assistant and Board Liaison has three major functions:

- Providing administrative support to the CEO and Executive Staff
- Serving as the liaison to the Affordable Housing Alliance’s (AHA) Board of Directors.

3) a wide range of administrative and general office duties to ensure timely and accurate completion of projects that enhance the efficiency and effectiveness of AHA in achieving its mission.

The Executive Assistant and Board Liaison keeps communication and events between the Board, committees and staff running smoothly. This role is responsible for confidential administrative support to the Board and CEO, providing administrative support to the Executive Staff, including the Chief Program Officer, Chief Financial Officer, and Chief Operating Officer as needed.

**ESSENTIAL FUNCTIONS/DUTIES**:
**Executive Assistant**:

- Serve as the “face” of AHA by greeting visitors and clients, ensuring smooth handoff to Program Navigator staff.
- Handles administrative responsibilities for the CEO including and not limited to scheduling and coordinating meetings, managing calendars.
- Ensure reception area is kept presentable (e.g. pens, forms and agency brochures)
- Receive, sort and distribute daily mail/deliveries
- Provide smooth communication between Senior Leadership and staff
- General executive clerical duties including photocopying, fax and mailing. Calendars and coordinates all meetings and keeps the CEO Informed of any changes.
- Produce agendas, prepare and review documents, where applicable.
- Builds and maintains strong working relationships with the CEO, Executive Committee of the Board, and other employees.
- Coordinates travel, including but not limited to conferences, meetings, and special events.
- Receives and screens incoming calls and correspondence and responds independently when appropriate.
- Serve as an administrative support to others as needed.
- Other general administrative functions and duties as assigned.

**Board of Directors Liaison**:

- Scheduling and coordinating Board and Committee meetings.
- Developing and distributing meeting materials.
- Interfaces with and provides general support to the Board of Directors.
- Creates and maintains the Board of Directors and Board committees’ annual calendars and term sheets.
- Distributes all Board and Board committee meeting reminders, agendas, reports, special mailings and other necessary documents that ensures effective communication.
- Attends and takes minutes at all Board and Board Committee meetings and provides minutes and recap to all appropriate people.
- Prepares Board binders and organize logistics for Board events
- Maintain Board distribution lists and contact information, send out and track annual Conflict of Interest Forms and Disclosure Forms, and update Board Information and Committee Selection Sheets.

**QUALIFICATIONS/EDUCATION**:

- A deep commitment to racial equity and justice, and strong alignment with our organizational values
- Experience working with a Board of Directors/Governing Board, preferred.
- Three (3) + years of experience in a high-level administrative or executive assistant capacity, required.
- Excellent technical skills, including minute-taking, and computer software skills.
- Confident written communication, with polished professional writing, and the ability to proof-read and craft organization documents.
- Strong emotional intelligence, including the ability to build trust and rapport in relationships with those from diverse backgrounds, be fully accountable for the impact of actions on others, and listen respectfully.
- Superb customer service skills and attitude.
- Attention to detail
- Ability to multi task while working on deadlines.
- Managing multiple competing priorities
- Ability to foresee potential problems and plan contingencies accordingly.
- Ability to maintain and protect sensitive and confidential information.
- Proficiency in Google workspace preferred
- Must be willing and available to occasionally work evenings for the monthly board meeting.
- Ability to independently anticipate and meet needs of the CEO and Executive Staff.

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