Remodeling and Home Design

Executive Assistant

Greater Fox Cities Area Habitat for Humanity
Job Description

Reports to: President and CEO
FLSA Status: Non-Exempt  Classification: Full time
The Executive Assistant is responsible for professional support for the CEO, COO, Director of Development and Finance Director. The Executive Assistant manages a wide variety of assignments and administrative support activities including preparing written correspondence and reports, handling information requests; managing records; maintaining calendars; arranging conference calls and meetings.

·      Leadership and Board of Directors support: 
o  Schedule, arrange logistics and prepare materials for meetings and calls on behalf of CEO and COO
o  prepare committee reports and materials for Board meetings
o  take minutes at Board meetings 
o  work with CEO and COO to document systems and continuously improve efficiencies 
·      Reporting and record-keeping
o  track program information required for statistical and grant reports; track projects and goals across the organization; track anti-money laundering and safety program requirements; maintain policy library 
·      Development support
o  prepare periodic donation reports; prepare and maintain donor correspondence; matching gift donor verification; process pledge collections
o  develop and manage a system to schedule, track and follow through on interactions with donors through Salesforce 
·      Finance support
o  data entry of mortgage payments; maintain fixed asset logs
·      Human Resources support
o  maintain employee records; admin support for employee recruitment process; manage accident reporting and claims process; liaison to Insperity for payroll and benefits administration; coordinate the on-boarding process 
·      Office Management
o  oversee cleaning/landscaping contract services; key management; security system administration; 
Supervisory Responsibilities 
·       This position supervises office volunteers. 
·       Works closely with (Internal): All departments
·       Interacts with (External): Board members, key donors, volunteers, vendors, service providers 
Schedule: Primarily Monday – Friday daytime hours, with exceptions as needed 
Required Skills 
·      People Skills: Must be able to communicate effectively both orally and in writing, establish and maintain effective working relationships, maintain confidentiality and provide exceptional customer service. Positive, professional, team-oriented and mission-driven attitude.
·      Approach to Work: Excellent organizational skills with an ability to think proactively and prioritize work. Must be a self-starter and able to work independently. Must be able to multitask and effectively work between numerous simultaneous projects. 
·      Technology Skills: Solid knowledge of Office 365, Salesforce or other CRM system. Ability to rapidly absorb new technical information and apply it effectively. 
Required Experience:
·      At least 3 years of experience as an Executive Assistant, Administrative Assistant and/or Office Manager.


Contact Information

// GDH-109-53804 // GDH-109-53804