Executive Assistant and Office Coordinator

3 weeks ago

Tucson, Arizona, United States Interfaith Community Service Full time

Job Summary: We are seeking an experienced Executive Assistant and Office Coordinator to support our Chief Executive Officer (CEO) and Board of Directors. The successful candidate will possess excellent time management and coordination skills, with experience in supporting C-suite executives.

Key Responsibilities:

  • Act as the point of contact for the CEO among leadership team, employees, donors, and external partners.
  • Assist the CEO with expense reports and receipt submittals monthly.
  • Manage and organize the schedule and calendar for the CEO, including coordination of one-to-one meetings with staff.
  • Assist the CEO in the planning of meetings and events, including Board of Directors meetings, holidays, and staff events.
  • Handle specific correspondence/tasks for the CEO as requested.

Support to the Board of Directors and Committees:

  • Serve as a staff resource for the Board of Directors and Committees, including Internal Strategic and Planning (IS&P), External Strategic and Planning (ES&P), Governance and Finance Committees.
  • Coordinate board and committee meetings and schedules, and update the calendar accordingly.
  • Manage relationships with the Board of Director members, organizing materials and managing all arrangements for board meetings, including room and food arrangements, arranging remote access, and maintaining board policies, bylaws, articles of incorporation, and Board SharePoint site access.
  • Maintain and update board member contact information.
  • Attend meetings and record meeting minutes for the Board and various Committees in a timely manner.
  • Prepare a draft of board and committee meeting minutes and submit the minutes to the CEO or Committee Vice President for approval.
  • Arrange, coordinate, and attend the annual Board retreat; take minutes and coordinate with the food arrangements and facility.
  • Prepare documents such as updates on the strategic plan, the monthly consolidated Program and Committee Reports, board orientation materials.
  • Coordinate board and committee meetings and schedules.
  • Distribute board and other meeting materials, including schedules, agendas, and reports.

Administrative and Office Coordinator Duties:

  • Maintain corporate records, including meeting minutes, board and committee lists, email distribution lists, policy, and information manuals, etc.
  • Maintain incident reports.
  • Oversee implementation of procedures for retention, protection, retrieval, transfer, and disposal of records.
  • Oversee the organization of the SharePoint files for board, corporate, and leadership team initiatives.
  • Maintain a Central Shared Calendar with regular meeting dates and important events.
  • Ensure that the agency is timely in its compliance with corporate filings.
  • Manage leases.
  • Oversee office closures and holiday calendar.
  • Management of ICS Store.

Additional Duties:

  • Support special projects by managing logistics and details as assigned.
  • Maintain a high standard of confidentiality at all times.
  • Participate in Senior Leadership Meetings and other various meetings as requested.

Requirements:

  • Minimum 3-5 years of successful experience in an administrative support role, personal assistant, or equivalent role.
  • Experience working in a fast-paced office environment, with demonstrated high-quality work ethic to achieve maximum productivity.
  • Outstanding organizational and time management skills.
  • Ability to multi-task with attention to detail.
  • Effective written and verbal communications skills, including experience in drafting business documents.
  • High level of competence with Microsoft Office applications.
  • Ability to maintain discretion and confidentiality.
  • Commitment to ICS's mission and goals and able to relate and work with a wide range of individuals and community organizations.
  • Must be able to deftly work with a wide range of personalities among professional staff, volunteers, and donors.
  • Bilingual, Spanish and English preferred.
  • Ability to maintain a valid Arizona driver's license, reliable transportation, clean driving record, and current auto insurance.
  • Must pass a background check.
  • Must obtain and maintain a level one fingerprint clearance card.

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