What are the responsibilities and job description for the Executive Assistant position at Concord Coalition to End Homelessness?
Job Summary
We are seeking a dynamic and highly organized Executive Assistant to support our leadership team and ensure smooth daily operations within our office environment. This role is vital in managing administrative tasks, coordinating schedules, and providing exceptional customer service. The ideal candidate will bring a proactive attitude, excellent communication skills, and a keen eye for detail to help drive efficiency and professionalism across all functions. If you thrive in a fast-paced setting and enjoy multitasking with precision, this is the perfect opportunity to contribute to a thriving organization.
Essential Duties and Responsibilities
Executive and Leadership Support
- Provide administrative support to the Executive Director and agency leadership team.
- Assist with scheduling, correspondence, document preparation, and coordination of leadership projects.
- Prepare notes, summaries, and supporting documents for leadership meetings and projects.
- Maintain organized filing systems and records for the Executive Director and agency leadership.
- Assist leadership with confidential and time-sensitive administrative tasks.
- Support agency initiatives and special projects as assigned by leadership.
- Maintain professionalism and confidentiality in all communications and documentation.
Office Administration
- Sort, organize, and distribute incoming agency mail daily.
- Prepare and process daily bank deposits accurately and timely.
- Coordinate business card orders and oversee the ordering of printed agency materials.
- Scan, upload, file, and maintain electronic and physical documents and records.
- Upload invoices and bills into Bill.com for processing and approval.
- Maintain organized filing systems for administrative and financial records.
- Assist in maintaining smooth day-to-day operations of the administration building.
Human Resources and Finance Support
- Assist Human Resources and Finance with administrative projects and assignments as needed.
- Assist with organizing, preparing, and maintaining grant billing and supporting documentation.
- Support onboarding and administrative HR processes as assigned.
- Maintain confidentiality of employee and organizational information.
Supplies and Event Support
- Oversee the distribution and inventory of office supplies for the administration building.
- Coordinate supply requests and communicate ordering needs to leadership.
- Provide backup support and assistance during company events, meetings, and agency functions.
Board and Committee Support
- Attend board and/or committee meetings as requested.
- Record accurate meeting minutes and prepare formal meeting documentation.
- Prepare and distribute meeting materials, agendas, and finalized minutes in a timely manner.
Requirements
- Associate degree preferred
- Proven experience in an administrative or clerical role with strong office management skills.
- Excellent computer literacy with proficiency in Microsoft Office Suite (Word, Excel, PowerPoint), Google Workspace (Gmail, Calendar), and data entry tools.
- Demonstrated organizational skills with the ability to prioritize tasks effectively in a busy environment.
- Minimum of 2–3 years of administrative support experience, preferably supporting executive leadership.
- Experience in nonprofit, human services, or professional office environments preferred.
- Strong organizational and time management skills.
- Excellent written and verbal communication abilities.
- Ability to handle sensitive and confidential information with discretion.
- Strong attention to detail and accuracy.
- Ability to manage multiple priorities and meet deadlines independently.
- Proficiency in Microsoft Office Suite, Google Workspace, and general office technology.
- Experience with Bill.com or similar accounts payable software preferred.
- Knowledge of multi-line phone systems, office equipment operation, and phone etiquette standards.
- Ability to manage time efficiently while handling multiple responsibilities simultaneously.
Join us to be part of an energetic team dedicated to excellence! We value proactive individuals who are eager to make a positive impact every day by streamlining operations and supporting our leadership team with professionalism and enthusiasm.
Pay: $21.00 - $24.00 per hour
Work Location: In person
Salary : $21 - $24