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Executive Assistant

3 weeks ago

Phoenix, Arizona, United States UMOM New Day Centers Full time

Job Title: Executive Assistant

Supervisor: Chief Executive Officer

Classification: Exempt

Hiring Salary Range: $70,000 - $75,000 per year

About UMOM New Day Centers: Founded in 1964, UMOM is Arizona's largest provider of services for families experiencing homelessness. Our mission is to end family homelessness by restoring hope and rebuilding lives. With an annual operating budget of $20 million dollars, UMOM provides shelter, supportive services, and housing programs to families and individuals experiencing homelessness in Maricopa County. UMOM serves over 15,000 unique individuals across all our services annually, including those families receiving support at the Family Housing Hub, Maricopa County's family coordinated entry system.

Position Description: The Executive Assistant provides executive support in a one-on-one working relationship with UMOM's CEO. The Executive Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to the CEO. The Executive Assistant also serves as a liaison to the board of directors and senior management teams; organizes and coordinates executive outreach and external relations efforts; and oversees special projects. The Executive Assistant must be creative and enjoy working within a small, collaborative environment that is mission-driven, results-driven and community oriented. The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The Executive Assistant will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion. This includes rigorous calendar and inbox management, coordination of meetings with clear agendas and pre-reads, making travel arrangements, and supporting strategic initiatives across the executive team.

Essential Duties and Responsibilities:

  • Act as the first point of contact between the CEO, team members, clients, and external stakeholders.
  • Implement and maintain a structured system for managing the CEO's email inbox.
  • Maintain and optimize the CEO's schedule and calendar to ensure alignment with organizational priorities.
  • Take minutes during meetings, distribute to appropriate audiences afterwards, and maintain organized archives.
  • Screen and direct emails and phone calls for the CEO, then distribute correspondence.
  • Prepare and organize all materials for the Executive Leadership Team (ELT) in advance of meetings.
  • Coordinate all administrative activities related to the Board of Directors including, but not limited to, board meetings, committee meetings, taskforces, CEO lunches, and 1:1 meetings with Board Members.
  • Format information for internal and external communication including memos, emails, presentations, and reports.
  • Oversee purchasing and expense reporting for the CEO and ELT members, in accordance with nonprofit procedures.
  • Update fundraising CRM with notes from CEO donor communications and donor meetings attended by the CEO.
  • Manage in-person meetings and event set up for executive events not managed by the Development team.
  • Provide general support to visitors meeting with the Executive Leadership Team.
  • Arrange travel and accommodations for the CEO and, as needed, for executive leadership team (ELT) members.
  • Perform general administrative, clerical, and executive support tasks to ensure organizational sustainability.

Other duties as assigned by Leadership and/or executives.

Qualifications and Competency Requirements:

Experience and Education

  • High School or GED Diploma, required

  • Bachelor's degree, ideally in a related field, preferred

  • Minimum five years of experience as an Executive Assistant, or similar role supporting senior leadership

  • Demonstrated experience in organizational, time management and project management skills.
  • Demonstrated proficiency with interpersonal, written, and verbal communication skills.

Computer skills

  • Excellent computer skills; proficiency with applications including Microsoft Word, Excel, Power Point, Adobe Acrobat DC, Outlook, and CRM systems
  • Demonstrated ability to quickly learn and efficiently utilize administrative and project management software

Compliance

  • Valid Level One Fingerprint Clearance Card or the ability to obtain one
  • Ability to clear the Central Registry Screening from the Department of Child SafetyAdult Protective Services.
  • Valid AZ Driver's License and a driving record that falls within UMOM's policy
  • 50/100 level of car insurance coverage.

Physical activities and working conditions

The physical demands and working conditions described here are representative, but not exhaustive, of those that must be met by an employee to successfully perform the essential functions of this job.

  • This position is typically performed in an interior, environmentally controlled office setting. The duties of the job require extended periods of time being stationary and manipulating a computer (keyboard, monitor, mouse), and other standard office equipment including, but not limited to: printer, fax, calculator, copier, telephone and associated computer/technology peripherals.

Additional Attributes

  • Willingness to embrace and actively support the unique culture and values of UMOM
  • Ability to focus on the tasks and details relevant to the position and the organization, while also switching quickly between tasks
  • Ability to exercise excellent independent judgment and take ownership of decisions
  • Ability to think on a broad, systems-level relative to the scope of the position
  • Ability to work independently and self-manage to achieve goals while being a strong team player
  • Ability to organize, meet deadlines, prioritize and delegate appropriately
  • Ability to cope with and embrace change, risk, and uncertainty
  • Ability to develop strong relationships within a fast-paced, collaborative setting that values diverse opinions; enthusiasm for helping drive change as UMOM becomes a more data-driven organization

Work Schedule: The typical schedule for this position is Monday-Friday, normal business hours, with occasional nights and weekends to support the needs of the position and the organization. This position is in-person and expected to be on-site five days per week during normal business hours.

Other: Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.