What are the responsibilities and job description for the Administrative Assistant position at Home Builders Institute Inc?
GENERAL DESCRIPTION:
The Administrative Assistant provides high-level administrative and operational support to the President & CEO and the Executive Team. This position serves as a central coordination point for executive operations, ensuring efficient scheduling, communication, meeting preparation, office administration, and cross-department collaboration. The Administrative Assistant plays a key role in supporting organizational priorities by maintaining executive workflows, coordinating logistics, and delivering exceptional customer service to internal and external stakeholders.
ABOUT HBI:
HBI has been training and educating America’s home construction workforce for more than 40 years. Our proven business model has helped countless individuals create long-term career opportunities. Over the years, we have continued to build our program offerings and expand our footprint in the construction industry. From innovative initiatives to creative partnerships, we remain committed to building careers and changing lives.
Our programs teach highly sought after technical construction trades and entrepreneurship to youth aged 16-24 in our Job Corps programs, Military Services, our Academies, and programs for adults and youth operating behind the fence in correctional facilities.
Apply by: November 6, 2026
PRIMARY DUTIES AND RESPONSIBILITIES:
Executive Team Support
- Provide administrative support to the President & CEO and Executive Team, including calendar management, meeting coordination, travel arrangements, expense reporting, and other administrative needs.
- Coordinate executive schedules and help prioritize appointments, meetings, and organizational commitments.
- Prepare meeting materials, agendas, briefing documents, attendee biographies, presentations, and other supporting resources for executive engagements.
- Draft, proofread, and distribute correspondence, reports, and other executive communications as requested.
- Complete CEO timecard administration and assist with executive expense reporting and documentation.
- Assist with the logistics for Executive Team meetings, retreats, Board meetings, and special events.
- Perform other duties and special projects as assigned to support the Executive Team and organizational priorities.
Relationship and Contact Management
- Maintain and update CEO business contacts and ensure accurate documentation within Salesforce.
- Maintain confidentiality while handling sensitive organizational and personnel information.
- Build collaborative relationships across departments to support organizational effectiveness.
Office Administration
- Manage conference room reservations and meeting space scheduling.
- Coordinate incoming mail distribution and general office administrative functions.
- Monitor and replenish office and kitchen supplies while maintaining vendor relationships for purchasing.
- Assist with planning and coordinating National Office meetings, events, and hospitality activities
- Coordinate with vendors for meeting services, catering, and event logistics.
Communications & Organizational Support
- Assist with collecting and organizing content for internal communications, including the Blueprint Bulletin, by coordinating reminders and gathering submissions from departments.
- Support organizational communications projects and administrative initiatives as assigned.
- Provide general administrative support for cross-functional projects and special initiatives involving Executive Team members.
REQUIRED QUALIFICATIONS:
Education: AA/AS or combination of equivalent training, skills and experience.
Experience: 3 years in an administrative role.
PREFERRED QUALIFICATIONS:
- 5 years of supporting senior executives.
- Experience in non profit or government contracts.
- Demonstrated ability to manage multiple priorities with exceptional organization and attention to detail.
- Strong written and verbal communication skills.
- Proficiency in Microsoft Office Suite, Outlook, Teams, Salesforce (or similar CRM), and Constant Contact or comparable email marketing platforms.
- Excellent interpersonal and customer service skills with the ability to work effectively across all levels of the organization.
- Ability to work independently while managing multiple deadlines in a fast-paced environment.
WORKING RELATIONSHIPS:
Internal: HBI Executive Team, HBI Board of Trustees, and staff at all levels
External: A wide variety of stakeholders, including industry groups, vendors, consultants, regarding HBI programs.
WORKING CONDITIONS:
Usual office-type working conditions; routine physical conditions include walking, carrying, standing, hearing/listening, and sitting; travel (10%) anticipated.