Office Administrator/Executive Assistant

Job Purpose
The office administrator/executive assistant has the dual responsibilities of assisting with the day to day operations of our main office location and providing executive assistance to the chief officers of Habitat for Humanity of the Chesapeake.
The role must exercise executive level professionalism at all times (e.g. confidentiality, high-levels of staff and Board customer service).
Primary Duties and Responsibilities

• Works closely with the office manager to ensure efficient management and administration of office support activities including the coordination, purchase, issuance and maintenance of office supplies, equipment and facilities management, mail processing & administration.
• Greets visitors when they arrive at office, answers incoming phone calls, voicemails and responds to email inquiries from the general public. Forwards calls to appropriate employee or department; takes messages or assists caller whenever possible.
• Maintains an up-to-date set of office procedures and practices that are easy for all staff to understand when needed.
• Receives, opens, reviews and distributes all incoming mail. Copies and records incoming donations and mortgage receivables, in accordance with established policy and procedure.
• Handles outgoing mail, requests special handling services as needed such as UPS, FedEx, express or other special mail delivery options.
• Plans and coordinates CEO's internal and external schedule, and often serves as first point of contact.
• Makes office purchases with the consent of department director or designate and maintains all records of expenses.
• At the direction of the CEO communicate with Board members, all staff and others to provide communication between the CEO's office while maintaining credibility and trust.
• Accurately maintainthe calendars of all chief executive officers, schedule meetings, appointments and engagements as directed and assists all other office staff with appointments and calendarinvites as requested. Books meeting rooms and makes other arrangements as needed such as meal or beverage service. Confirms attendance of others for meetings and all staff events such as retreats, board meetings and holiday gatherings.
• Makes travel arrangements for office staff as requested. Outlines travel constraints and schedule requirements and verifies arrangements upon completion. Prepares itineraries for traveling staff. Ensures the timely submission of travel and local expenses.
• Works with office manager and landlord on facility maintenance projects and alerts staff of any changes in building safety and security. Keeps a focus on office security.
• Assists with the issuance and maintenance of designated electronic badges, visitor entry protocols and office alarms. Works closely with the office manager to ensure the whereabouts of electronic badges and door passcodes are monitored and that security of IT equipment is maintained.
• Completes, prepares, transcribes and distributes meeting materials, presentations and other documents --including letters, memos, proposals, outlines and forms as directed.
• Maintains all physical and electronic files, including those that contain correspondence, reports, expenses, proposals, and miscellaneous items. Maintains confidentiality of records. Ensures that stored information can be quickly retrieved by all staff.
• Assits with a variety of duties such as collection and organization of special materials needed for use by organizational staff, preparation of special reports, and upon request obtains certificates of insurance
• Submittal of the CEO's timesheet and under the direction of the CEO approval of timesheets for CEO's direct reports
• Assists with the preparation of monthly reports for the chief officers
• Maintain binder for Community Development Block Grant (CDBG) by printing current timesheets of appointed staff
• Performs Notary Services or Coordinates Execution of Securing Services

Board of Directors/Executive Committee

• Serves as liaison to the Board of Directors (BOD) and is a primary contact for Board members
• Communicate and schedule all related BOD meetings and events including reminders and polling
• Prepare, distributes and keeps all related records of BOD meeting agendas and supporting documentation on the timeline directed by the CEO; records should be stored and accessible for reference
• Attends all BOD meeting or find an adequate substitute
• Keep written minutes of the meeting and record attendance.
• Prepares the minutes for review and approval on the timeline directed by the CEO
• Responsible for securing Board Officer's signatures for corporate and external documents, distributing as necessary
• Research special topics and organize special events as assigned by the Board of Directors
• Ensure proper recordation of volunteer hours by Board, Executive Committee members and all other Board Committees
• Maintains conflicts of interest, safeguarding and other required forms and/or trainings for Board and Executive Staff
• Assist, schedule and maintain file of any shared information for each Board Committee meeting by Department (Finance, Development, Impact Campaign, Construction, ReStore, Family Services, Governance, and Planning.
  Qualifications
  
  • Minimum of an associate's degree in a relevant field of study or equivalent experience
  • Minimum of three (3) or more experience providing higher-level administrative support to one or more senior executives in a fast-paced, complex office setting
  • Attention to detail, work accuracy and organization
  • Experience working with Executive Team including ability to take proactive steps to anticipate needs
  • Able to work independently and with deadlines; demonstrates flexibility with changing assignment priorities
  • Must be proficient in Microsoft Office
  • Must have experience managing complex executive level calendars
  • Management experience helpful