Executive Assistant

1 week ago

Indianapolis, United States Indianapolis Neighborhood Housing Partnership (INHP) Full time
POSITION PURPOSE

The Executive Assistant provides administrative support to the President and CEO and members of the Senior Executive team. This position supports the initiatives of INHP by providing program and project assistance in the areas of Executive Administration, Organizational Governance, Board Management, Compliance, Grant Making and Community Engagement. Core responsibilities include pre- and post- board management functions, handling special projects as assigned, preparing and editing documents, recordkeeping, calendar and meeting management, and providing general administrative support.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES

To be successful in this role, an individual must be able to perform in a satisfactory manner the functions listed below. The company will make reasonable accommodations to enable individuals with disabilities to perform these functions.

Essential Functions
  • Provide research support to the President and the members of the Senior Executive team.
  • Create, edit, and format correspondence, memos, proposals, presentations; distribute materials as directed; assist with the preparation of final corporate deliverables as needed.
  • Coordinate all Board and Committee meetings and related responsibilities including process development with updates and flow chart for timely meeting preparations, annual meeting calendar, agenda development, meeting notifications, material preparation, material distribution through Boardable meeting and technology logistics, minutes taking and post meeting documentation of minutes, establishing quorum for meetings, etc.
  • Assist with preparing for and administering Board Orientation Activities and tracking term expirations and candidate pipeline.
  • Track all board activity including orientations, attendance, voting items, assemble and maintain all final copies electronically on portal.
  • Understand Bylaws and committee charters to ensure compliance; recommend any updates to senior management and review with legal counsel.
  • Maintain the business record archives (master file) including intake and discarding items as needed.
  • Assist with administration and tracking of INHP grant making and sponsorships.
  • Assist with projects and/or administration of Community Engagement activities.
  • Assist with projects related to Capital Development/Strategic initiatives, Homeownership Initiatives and Financial Services.
  • Create and update corporate dashboard report provided quarterly to the board of directors.
  • Plan and coordinate meetings (internal and external); this includes scheduling, sending communications, preparing, and distributing materials, taking minutes, and following up on action items.
  • Coordinate travel arrangements as needed; schedule travel based upon calendar availability.
  • Handle confidential assignments and maintain confidentiality.
  • Maintain an efficient filing system for operating and administrative files; purge files as directed.
  • Coordinate board recognitions (tenure gifts, flowers, etc.).
  • Coordinate ordering of supplies and any furniture purchases
  • Coordinate staff celebration lunches (service anniversaries, values awards, etc.)
  • Assist with daily mail collection, logging of incoming payments, etc.
EDUCATION AND/OR EXPERIENCE

To perform this job successfully, an individual must have the following education and/or experience.
  • High school diploma or a GED is required.
  • Associate's or bachelor's degree in business, communications, or a related field is highly desirable.
  • Minimum of five years' related experience.
  • Minimum of three years of board management experience.

EOE/M/F/D/V

Learn in more detail about this position in the attached job description.

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