Executive Assistant, COO CSO
Job Details

JOB SUMMARY

The Executive Assistant will provide executive level support to the Chief Operating Officer (COO) and to the Chief Strategy Officer (CSO) of Community Housing Network (CHN) to ensure smooth and efficient functioning of these departments. Position responsibilities include serving as an administrative liaison for external and internal stakeholders, scheduling and calendar management, administrative task execution, meeting coordination, and comprehensive CHN project support and execution as assigned. The Executive Assistant will provide the highest quality support, encompassing a wide range of administrative initiatives, data and file management, scheduling, and other special assignments. With a service-minded approach and uncompromising standards for accuracy and timeliness, the EA will enable continued excellence to the CHN team.

 

ESSENTIAL FUNCTIONS

Calendaring & Meetings

  • Manages calendars of the COO and CSO; Blocks time/serves as a gatekeeper on calendars as needed to ensure work is done in connection with meetings; Schedules individual and group appointments, coordinates meetings, and distributes agendas; Creates efficiencies in the preparation of meetings, including preparing and organizing the necessary information and drafting agendas; Takes notes in meetings and on conference and video calls as requested; Completes to dos after meetings.

Correspondence & Document Preparation

  • Corresponds and communicates with vendors, staff, stakeholders, and partners via phone and email in a respectful, professional, and timely manner; With guidance from CSO and COO teams, creates presentations including update reports slide decks, and other meeting materials; Prints, edits, or maintains documents; Provide drafting, proof-reading, and version-editing support for documents and correspondence as requested.

Administrative & Project Execution

  • Prepares and submits reimbursements, receipts, and other financial paperwork for CSO and COO; Scans, saves, and organizes confidential employee documents, electronically and in paper files, for GC; keep information confidential.
  • Develop and maintain documentation for the COO and Supportive Housing Team; Ensure timely and accurate data entry as requested; Manage the tenant survey process; ensure accurate data entry, report generation, and report distribution;
  • Participate as a member of the cross-departmental CHN administrative team and provide wider administrative support to others in the company as assigned. This can include acting as a back up to the front desk reception function on a regular basis and managing front desk reception staff members and coverage scheduling; Assist the Executive Assistant to the CEO in maintaining inventory of office supplies, cleaning supplies and printed material.
  • Execute and coordinate special projects as assigned by COO & COO.

Other: Provide knowledge and guidance to support organizational initiatives related to profession; Lead, guide, and train employees, interns, and volunteers performing related work. Carry out other such duties as may be assigned or requested. Contribute to CHN activities as required. Actively participate as a member of CHNs community.

QUALIFICATIONS & JOB SPECIFICATIONS

Education/Years& Type of Experience: High School Diploma or equivalent and at least 3 years of experience in the administrative and executive assistant function

Certifications, Licenses, Credentials: None

Knowledge, Skills, Abilities, & Other Requirements:

  • Use of personal vehicle as needed to complete routine tasks (must hold personal vehicle insurance)
  • Proficiency in Microsoft Office Products
  • Familiar with standard office equipment such as computers, multi-line phones, photocopiers and fax machines.
  • Must act with discretion and confidentiality in carrying out duties.
  • Exceptional interpersonal skills and able to positively collaborate with others
  • Proactive and intelligent communicator comfortable with executive interaction
  • Anticipatory problem solver with a contributor mindset
  • Able to manage multiple priorities and complete work with speed and accuracy
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