Administrative Executive and Board Coordinator

2 weeks ago

Neptune City, New Jersey, United States Affordable Housing Alliance Inc Full time
Job Overview

POSITION SUMMARY: The Administrative Executive and Board Coordinator plays a pivotal role in supporting the leadership team and facilitating communication with the Board of Directors of the Affordable Housing Alliance Inc. This position encompasses three primary responsibilities:

  1. Delivering comprehensive administrative assistance to the CEO and Executive Team.
  2. Acting as the primary point of contact for the Board of Directors.

Additionally, this role involves a variety of administrative and office tasks aimed at promoting the operational efficiency and effectiveness of the organization in fulfilling its mission.

The Administrative Executive and Board Coordinator ensures seamless communication and coordination of events between the Board, committees, and staff. This position is entrusted with confidential administrative duties for both the Board and the CEO, as well as providing support to the Executive Team, including the Chief Program Officer, Chief Financial Officer, and Chief Operating Officer as required.

KEY RESPONSIBILITIES:

Administrative Executive Duties:

  • Represent the Affordable Housing Alliance Inc. by welcoming visitors and clients, ensuring a smooth transition to the Program Navigator staff.
  • Manage administrative tasks for the CEO, including scheduling and organizing meetings, and overseeing calendars.
  • Maintain a professional reception area, ensuring it is well-stocked with necessary materials.
  • Sort and distribute incoming mail and deliveries efficiently.
  • Facilitate effective communication between Senior Leadership and staff members.
  • Screen and manage incoming calls, emails, and correspondence, responding independently when appropriate.
  • Perform general clerical duties such as photocopying, faxing, and mailing. Organize and coordinate all meetings, keeping the CEO informed of any changes.
  • Prepare agendas and review documents as necessary.
  • Establish and nurture strong working relationships with the CEO, Executive Committee of the Board, and other personnel.
  • Coordinate travel arrangements for conferences, meetings, and special events.
  • Provide administrative support to other team members as needed.
  • Carry out additional administrative functions and tasks as assigned.

Board of Directors Coordination:

  • Schedule and organize Board and Committee meetings.
  • Prepare and distribute meeting materials.
  • Provide general support to the Board of Directors.
  • Create and maintain annual calendars and term sheets for the Board and its committees.
  • Send out reminders, agendas, reports, and other essential documents to ensure effective communication.
  • Attend Board and Committee meetings to take minutes and provide recaps to relevant parties.
  • Prepare Board binders and manage logistics for Board events.
  • Maintain updated Board distribution lists and contact information, and track annual Conflict of Interest and Disclosure Forms.

QUALIFICATIONS:

  • A strong commitment to equity and justice, aligning with the organization's values.
  • Experience working with a Board of Directors is preferred.
  • A minimum of three years in a high-level administrative or executive assistant role is required.
  • Proficient technical skills, including minute-taking and familiarity with various software.
  • Exceptional written communication skills, with the ability to proofread and create organizational documents.
  • High emotional intelligence, capable of building trust and rapport with individuals from diverse backgrounds.
  • Outstanding customer service skills and a positive attitude.
  • Meticulous attention to detail.
  • Ability to manage multiple tasks while adhering to deadlines.
  • Proficient in anticipating potential issues and planning accordingly.
  • Ability to handle sensitive and confidential information with discretion.
  • Familiarity with Google Workspace is preferred.
  • Willingness to occasionally work evenings for Board meetings.
  • Ability to independently anticipate and fulfill the needs of the CEO and Executive Team.

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