About Mobile Loaves & Fishes

Mobile Loaves & Fishes (MLF) is a social outreach ministry that has been empowering communities into a lifestyle of service with the homeless since 1998. Founded in Austin, Texas, the organization serves its homeless neighbors through three core programs: Truck Ministry, Community First! Village, and Community Works. Often referred to as the most talked about neighborhood in Austin, Community First! Village is a 51-acre master planned development that provides affordable, permanent housing and a supportive community for men and women coming out of chronic homelessness. We are now embarking on a new phase of community expansion, adding more than 1400 new neighbors over the next 5-10 years.

About the role

The Executive Assistant/Office Manager of Mobile Loaves & Fishes (MLF) is a vital member of the team, providing daily support to the Chief Executive Officer (CEO) and ensuring an efficient office environment. Key responsibilities include providing confidential executive and administrative support and acting as a gatekeeper for all requests; serving as the primary administrative liaison between the CEO and the Board of Directors, Board Committees, and the public; and ensuring that all important information is documented in Salesforce. The Executive Assistant/Office Manager is a servant leader who sets a standard for professionalism and stewardship both internally and externally.

The Executive Assistant/Office Manager will assist the Relationship Strategy Team in the implementation of the donor relations strategy. This strategy is centered around connecting human to human, heart to heart with those who believe in MLF's vision, mission, values, and goals.

This is a full-time, non-exempt position reporting to the CEO. Due to the nature and requirements of the position, hours are flexible to fit the need, but typically include 8 AM - 5 PM Monday-Friday. Some nights and weekends may be required. The Executive Assistant/Office Manager will office at Community First! Village located at 9301 Hog Eye Road, Austin, TX 78724.

Duties & Responsibilities

Executive Support

• Complete a broad variety of administrative tasks for the CEO including completing expense reports, arranging travel, compiling documents for meetings, and coordinating supply orders
• Serve as a project manager by overseeing, tracking, and reporting on the status of projects on behalf of the CEO
• Prepare all necessary information prior to meetings, events, and speaking engagements
• Work closely and effectively with the CEO to keep him well informed of upcoming commitments and responsibilities, following up appropriately
• Communicate directly, and on behalf of the CEO, with Board members, staff members, donors, and the general public
• Work with the Relationship Strategy Team to implement the donor relations strategy connecting individuals, churches, and organizations to MLF's vision and mission
• Facilitate hospitality for all CEO meetings, meals, and events by ordering and/or picking up food, setting up, and overseeing all preparations
• Supervise Scheduling Coordinator
• Ensure all meetings, tours, and correspondence are documented in Salesforce and relevant reports are generated for the Executive Team and Board of Directors
• Provide scheduling support to Scheduling Coordinator for CEO and other members of the Executive Team as time permits
• Assist CEO with large tours
• Act as a personal assist to the CEO

Board Support

• Serve as a liaison between the CEO and the MLF Board of Directors
• Prepare for Board meetings by printing agendas, minutes, and other documents
• Take minutes at Board meetings
• Maintain all Board of Directors documentation, including signed minutes, agendas and financial documents on a monthly/annual basis as required for MLF's annual audit

Office Management Support

• Oversee staff meeting organization (meeting reminders, food, staff reports and materials)
• Manage the weekly process of ordering office and kitchen supplies
• Ensure that the office supply closet, workstation, staff kitchen, and all meeting locations remain stocked and well organized
• Lock and secure the upstairs office and conference rooms daily upon leaving
• Act as a liaison with facilities on any office needs (e.g. maintenance requests, office temperature, etc.).
• Other projects and duties as assigned by the CEO to fulfill the mission and vision of Mobile Loaves & Fishes

Knowledge Skills & Abilities

The successful candidate will be passionate and knowledgeable about the nonprofit/social sector and MLF's vision, mission, core values and goals in particular.

• Commitment to serving those who have experienced homelessness and personal alignment with MLF's vision, mission, core values, and goals. MLF is a faith-based organization with its ideals and philosophy coming directly from the Gospel of Jesus Christ.
• Five or more years of advanced administrative support assisting executives and/or senior management
• Three or more years of experience in scheduling and complex daily calendar management for executive leaders
• Strong organizational skills with meticulous attention to detail
• Strong emotional intelligence with a deep understanding of the confidentiality, discretion, and diplomacy required in an EA role
• Significant experience working with the public in person and via telephone
• Significant experience drafting responses for routine and non-routine correspondence in the form of emails, letters, memos, forms, and reports
• Excellent interpersonal and written communication skills
• Energetic and driven with a positive "Yes, And" attitude
• Ability to work independently in a fast-paced, dynamic environment
• The ability to function professionally under pressure, while managing multiple concurrent projects and deadlines
• Tech savvy with familiarity with administrative software tools, particularly Microsoft Office and the Google Suite, and the ability to quickly learn and use new systems

Work Environment & Physical Demands

• Ability to move about an office space
• Ability to sit or stand for a prolonged period
• Ability to work at a computer for a prolonged period
• Reliable transportation and clean driving record, ability to travel in local Austin region

Benefits

MLF is a faith-based organization with its ideals and philosophy coming directly from the Gospel of Jesus Christ.

MLF is committed to creating a diverse environment and is proud to be an equal opportunity employer. Personnel are chosen based on ability without regard to race, color, religion, sex, national origin, genetics, disability, marital status, or sexual orientation in accordance with federal and state law.