TITLE: Executive Assistant

STATUS: Full-Time (40 hours/week)

REPORTS TO: CEO

LOCATION: Chalmers Office, Chattanooga Area (location TBD as of 6/30/24)

DATE: 4/18/2024

Summary: In this role, you'll play a pivotal role in supporting our CEO and Leadership Team, ensuring seamless operations and fostering a culture of unity, humility, hope, and excellence. You’ll join an exceptional team who share a heart for those in material poverty and excellence in all we do. If you're a proactive problem-solver with exceptional communication skills and a heart for service, we invite you to apply and be part of our mission-driven family at Chalmers. 

Administrative Assistant: 50%

• Directly support the CEO with administrative functions (schedule management, email management, travel arrangements, etc.) 
• Manage logistics and preparation around board-related functions, including both ad hoc meetings / communications as well as quarterly meeting logistics, such as scheduling, travel arrangements and sharing of board materials and scheduling (need to speak with Janet about this) 
• Support the Leadership Team with special projects and administrative support
• Proactively identify and manage any other projects within the scope of this role

Office Management: 25%

• Actively work with the Leadership Team to develop and sustain the Chalmers values of unity, humility, hope, and excellence; cultivating an environment in which staff members can flourish.
• Develop, implement and administer office systems and procedures to support with an efficient and secure office environment, including communication of any new policies and processes to the team 
• Oversee the general upkeep and maintenance of the facilities and supplies
• Welcome guests (expected and unexpected) and host them during their visit including arranging food, set-up, meeting logistics, clean-up, etc. 
• Direct inquiries (phone, email, etc.) to appropriate team members
• Coordinate (and sometimes facilitate) organization-wide meetings and board meetings including scheduling, facilities, tech management, etc. 

HR Benefit Administration: 15%

• Coordinate benefit services for staff including enrollment, status changes and offboarding.
• Maintain employee handbook and various HR forms
• Maintain HR software program (Bamboo HR)
• Maintain confidential personnel files for each staff member and contractor.
• Interface with HR and other contractors

Hiring and onboarding: 10%

• Coordinate the hiring process for all new employees, from hiring through onboarding. 

Qualifications: 

1. Bachelor’s degree (or equivalent experience) and minimum 3-5 years of related experience required
2. Able to proactively and creatively problem solve. This job requires a “see a need, fill a need” approach
3. Exceptional Computer and Technology skills: Google Suite, Microsoft Office products required, Salesforce experience preferred. A proven capacity to become proficient in computer systems pertaining to Chalmers infrastructure. 
4. Spiritual gifts of hospitality and service
5. Discretion and mature judgment with regard to confidential matters 
6. High attention to detail and excellent time management skills
7. Excellent written and spoken communication skills

To apply, please submit resume and cover letter to the job posting at: https://chalmers.org/about/careers/