Executive Assistant

WHY MIDPEN

At MidPen, we build communities that change lives. Since 1970, we have been committed to our mission: to provide safe, affordable housing of high quality to those in need; establish stability and opportunity in the lives of residents; and foster diverse communities that allow people from all ethnic, social, and economic backgrounds to live in dignity, harmony, and mutual respect.

We develop affordable housing, provide professional property management for all our communities, and coordinate robust onsite support programs that help residents thrive. We are active in 12 Northern California counties and have earned recognition as one of the nation’s leading non-profit developers and stewards of affordable housing. Our current portfolio of more than 130 properties is home to 20,000 working families, seniors, and people with special needs. We take pride in delivering affordable housing solutions, and we invite you to join us on a journey toward social, economic, and racial equity.

BENEFITS AND COMPENSATION

In 2023, MidPen was again certified as an official Great Place to Work, and for good reason In addition, we offer a best-in-class benefit package that includes healthcare options (Kaiser or Sutter), dental, vision, life & disability insurance. We also offer a wide range of voluntary benefits; 403(b) retirement investment opportunity and annual financial literacy and retirement planning options, FSA for childcare, medical and commuter benefit options, Employee Assistance program and pet insurance for our furry, feathered, and scaled friends. In addition to 14 paid company holidays, which include a paid winter holiday break between Christmas and the New Year, we offer 4 paid wellness days for employees to disconnect and recharge. As a learning organization, we encourage professional development and career advancement, and we offer up to $3,000 annually ($12,000 lifetime maximum) for education assistance with tuition reimbursement and/or loan debt relief that includes qualified family members. And, as a family-friendly company, we offer a paid time off parental leave benefit of 12 weeks in a 12-month period for new or expecting parents. Check out our benefits snapshot on our careers page.

PAY RANGE

$89,000-$110,000 Annual Salary - Pay based on applicable experience and qualifications

POSITION OVERVIEW

The Executive Assistant will support the day-to-day activities of the Senior Vice President(s), Co-Heads of Housing Development, to include scheduling and prioritizing work assignments. The Executive Assistant will serve as the trusted and primary point of initial contact on matters pertaining to the COO. They will aid and represent the COO, as appropriate, in communicating with internal and external customers. Independently researches, prioritizes, and follows up on multiple incoming issues and concerns addressed to the COO, including those of a sensitive nature and/or confidential nature; determines appropriate course of action, referral, and/or response. Handles a variety of complex situations involving the clerical, analytical and administrative function. Clarifies and adapts guidelines, including unwritten policies, precedents, and practices, that are not always completely applicable to changing situations. This position will include working on projects for the COO that may include collaborating with other teams and leaders across the organization. This will include preparing presentations, Key Performance Indicator Dashboards, and initiatives for which the COO is the Executive Sponsor.

Hybrid Position: In office 2 days a week

Office Locations: East Bay (Oakland Office) or Foster City Office.

ESSENTIAL DUTIES

• Compose and prepare correspondence, reports, and other complex documents
• Prepare materials needed by the Senior Vice President for conference and department presentations, correspondence, appointments, meetings, telephone calls, etc.
• Create spreadsheets, flowcharts, and effective PowerPoint presentations that tell a story
• Arrange programs, events, or retreats by locating appropriate facilities and caterers, issue information or invitations, coordinate speakers; within event budget as directed by the Senior Vice President
• Direct preparation of records such as agendas, notices, and minutes for meetings
• Maintain and update critical development pipeline data used for company-wide reporting and tracking
• Management of calendar and independently scheduling appointments, including commitments made by Senior Vice President or staff during meetings
• Screen incoming calls and correspondence and respond independently when possible, using good judgment and seeking assistance when appropriate
• Manage day-to-day activities including check requests and expense reimbursements
• Maintain and update any files as needed at the direction of Senior Vice President
• Arrange detailed travel plans and itineraries and compile documents for travel-related meetings
• Performs other duties as assigned

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential function satisfactorily. The requirements listed below are representative of the education, knowledge, skill, and/or ability required.

Education and Experience

• Bachelor’s Degree from four-year college or university and 3 (+) years of experience required supporting a senior executive providing administrative support, or an equivalent combination of education and experience

Knowledge, Skills, and Abilities

• Strong communication skills both verbal and written
• Ability to build strong relationships, be collaborative and inclusive, and use tact and good judgment in contacts with individuals within and outside of the corporation
• Obtain a high level of humility and self-awareness
• Extensive computer experience, including high level skills in Microsoft office, Word, Excel, PowerPoint, and other presentation and project management tools, including charts
• Ability to multi-task under pressure to meet competing deadlines, gather and analyze information, complete assigned tasks independently, and solve problems skillfully and timely in a fast-paced work environment
• Ability to manage change and support the department in communicating such changes
• Demonstrate composure, maturity, and professionalism
• Ability to organize and track reporting deadlines, projects in process throughout the department/organization, and ability to keep minutes
• Skilled in writing clear, concise reports, business correspondence, and procedure manuals
• Competent in reading, analyzing, and interpreting technical documents and governmental regulations
• Ability to write reports, business correspondence, and procedure manuals
• Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public
• Basic arithmetic skills, including addition, subtraction, multiplication, division, and familiarity with fractions, decimals, and percentages
• Ability to compute rate, ratio, percent, and draw and interpret graphs
• Strong problem-solving skills with the capacity to collect data, analyze information, establish facts, and draw valid conclusions.
• Must possess a valid California Driver’s License, proof of current auto insurance, and reliable transportation
• Commitment to the Mission and Values of MidPen Services and MidPen Housing

Physical Requirements

• Constantly perform desk-based computer tasks
• Frequently sitting
• Occasionally stand/walk, reach/work above shoulders, grasp lightly/fine manipulation, grasp forcefully, use a telephone, sort/file paperwork or parts, lift/carry/push/pull objects that weigh up to 15 pounds
• Rarely twist/bend/stoop/squat, kneel/crawl

This description reflects management’s assignment of essential functions, it does not proscribe or restrict the tasks that may be assigned.

EQUAL OPPORTUNITY EMPLOYER

MidPen Housing Corp. provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

Consistent with its obligations under the law, MidPen Housing Corp. will provide reasonable accommodation to any employee with a disability who requires accommodation to perform the essential functions of his or her job. MidPen believes that diversity and inclusion among our teammates is critical to our success, and we seek to recruit, develop, and retain the most talented people from a diverse candidate pool.