Executive Assistant
Organizational Overview
Diversity is a core value at Hope CommUnity Center. We are passionate about building and sustaining a diverse, equitable, and inclusive working and learning environment for all staff, Board, community members and volunteers. We believe every member on our team enriches our diversity by exposing us to a broad range of ways to understand and engage with the world, identify challenges and to discover, design and deliver creative solutions. Our goal is not only to improve the diversity, equity, and inclusion at Hope CommUnity Center but to advance equity and justice on a global scale.
Mission Statement
Hope CommUnity Center fosters diverse and empowered learning communities engaged in personal and societal transformation. Through service and advocacy, we stand together with immigrants and others who are tenacious and courageous in the face of all systems of oppression.
Position Overview:
The Executive Assistant will provide high-level administrative support to the Executive Director and other senior executives. This role requires exceptional organizational skills, attention to detail, and the ability to handle sensitive and confidential information. The Executive Assistant will be responsible for managing the Executive Director’s schedule, coordinating meetings, preparing reports, and ensuring efficient operation of the executive office.
Primary Job Functions
- Manage the calendar for the Executive Director.
- Provide general administrative support to the Executive Director, including arranging travel plans, reconciling expenses, and managing incoming and outgoing communications.
- Support the day-to-day administrative needs of Hope CommUnity Center in coordination with the Chief of Staff and other internal Staff.
- Support the Executive Director with research, draft planning documents, and other consequential projects.
- Manage Hope CommUnity Center’s Offices; including, but not limited to, maintaining records, ordering supplies, and performing basic bookkeeping.
- Schedules meetings on behalf of executives, takes notes and recording minutes.
- Receives incoming communication or memos on behalf of senior staff, reviews contents, determines importance, and summarizes and/or distributes contents to appropriate staff.
- Represents the Executive Director and the organization at external meetings and events when appropriate.
- Performs other duties and special projects as assigned.
Skills/Abilities:
- Track record of providing successful administrative support at the executive level.
- Ability to prioritize and manage time and multiple projects.
- Excellent phone etiquette and communication skills, both written and verbal.
- Ability to interact collaboratively and clearly with staff (at all levels) in a fast-paced, dynamic environment.
- Capable of working independently and in a team environment.
- Ability to maintain a high level of professionalism, discretion, and reliability.
- Experience with MS Office Suite and/or Google G-Suite.
- Ability to maintain confidentiality.
- Attention to detail (to maintain a clear and steady workflow for the organization)
- Active listening to understand and anticipate the needs of executives and stakeholders
- Ability to analyze situations and make informed decisions.
- Capability to find quick and clever ways to overcome difficulties.
- Ability to anticipate needs and address potential issues before they arise.
Values/attitudes
- Personal alignment with the values and mission of Hope CommUnity Center, including a commitment to social justice, belief in education, love of people, and vision for equality.
- Ability to make everyone feel welcomed that come through the doors of Hope CommUnity Center, whether they are a major donor or a community member needing assistance.
- Credibility, ethical conduct and a capacity for discretion.
- Sense of responsibility and commitment to punctual, consistent attendance.
- Strong work ethics to handle confidential and sensitive documents, materials and situations.
- Problem solving attitude.
- Timely/consistency (in regard to meetings).
Structure
This is a full-time position. Schedule will include 40 hours a week with some evening and weekend work required occasionally.