Executive Operations Assistant

Position Title: Executive Operations Assistant

Report To: Chief Executive Officer

Description: The Executive Operations Assistant provides support to the Executive Director and provides operational support to supervisors and others on the administrative team by handling a variety of office tasks including record keeping, project management of trainings, as well as some events, research and other daily tasks to ensure the agency’s task-orientated items operate smoothly. The Executive Operations Assistant specifically anticipates the needs of the Chief Executive Officer and assists in scheduling, project tasks, and communication on behalf of the Chief Executive Officer.

Qualifications: High School diploma or GED and at least 2 years of office support assistance; Must have advanced beginners’ knowledge of Microsoft Office Suite including excel and SharePoint; and experience working with databases.

Experience: Preferred experience include; working with individuals who are experiencing homelessness, and organization expertise. Individual must also be capable of preserving the confidentiality of employee and participant records.

Individual must have a results-oriented background, and the ability to think strategically. Individual must be able to create step by step action plans, and have the ability to work with multiple departments on a single project.

Humility Homes and Services, Inc. Mission Statement -Humility Homes and Services, Inc. is committed to ending homelessness by offering housing opportunities and supportive services in the Greater Quad Cities area.

Responsibilities:

1. Commitment to Ethical and Effective Services:

• Know and implement HHSI’s mission, policies, and procedures; and abide by all city, state, and federal laws, and regulations.
• Maintain trainings in suicide risk assessment, mandatory child and dependent adult abuse and neglect reporting, crisis intervention, and civil rights, housing discrimination, harm reduction, trauma informed care and housing first practices.
• Should work to foster strong professional relationships both internally and externally.
• Adhere to HHSI’s agency values in all aspects of work

2. Essential Duties:

• Be knowledgeable of all programming offered by HHSI, including how to access services, and policies and procedures.
• Greet visitors who come to the administration office and assist them as needed; including rent collections and giving out resources as needed.
• Assist in form creation and documentation assistance for supervisors and administrative staff.
• Assists in planning and set up of Quarterly All Staff meetings and Board of Directors meetings.
• Create and maintain Memorandum’s of Understanding for agency needs.
• Support of shelter organization as needed.
• Cover administration phone line, The Fresh Start Thrift Center and Corner Closet as needed, by working in these departments and covering days off for Fresh Start Thrift Center Associate and/or Corner Closet Associate.
• Assistant in development related activities, including; coordination of bulk agency mailings, donor cultivation research and grant database research.
• Assist in helping with travel arrangements and conference registration as needed for key personnel.
• Assists with CRM software for entering of in kind donations, supporting acknowledgements and pledge tracking.
• Maintain confidential records and files as requested.
• Perform other related duties as required.

3. Specific Responsibilities to the Chief Executive Officer:

• Conserve Chief Executive Officer time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating telecommunications.
• Assists with maintaining Chief Executive Officer appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel.
• Helps with the agenda setting and physical set up of Board of Directors meetings, and Leadership team meetings including taking notes.
• Support the tracking and reporting of key metrics related to the agency strategic plan, in order to monitor and report data to the Chief Executive Officer.
• Completes projects assigned by Chief Executive Officer and follows up on results.
• Contributes to team effort by accomplishing related results as needed.

4. Other Duties

• Regularly promotes the agencies’ mission and advocates for social justice
• Attend mandatory agency meetings
• Assist with agency phone coverage
• Participates in agency development functions and other events supporting the mission of the agency.
• Performs other duties, as needed.

Schedule:

Full-Time. Must be able to work 36 hours per week. This is an in office position, located in the Administrative Building. This position may also require some nights or weekends based on agency needs.

Salary:

Based on qualifications. Travel expenses, and some benefits included.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is frequently required to sit; talk or hear; to stoop, kneel, or crouch; to use hands and arms to reach above shoulder-level and to use of standard office equipment. Lifting up to 50 lbs. is occasionally required. Specific vision abilities required include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.

Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The work environment for this position includes an accessible office environment with a high noise level; scattered-site housing with a variety of accessibility and environmental conditions; and an accessible shelter facility with moderate to occasionally loud noise levels. Environment includes donated food items, which may contain a variety of allergens. Position also regularly required to use janitorial supplies, such as disinfectants, laundry detergent, air fresheners, etc. Shelter, office, and scattered-site housing may occasionally house service and emotional support animals.

Job Type: Full-time

Pay: $17.07 - $21.42 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Flexible schedule
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Parental leave
• Vision insurance

Experience:

• Microsoft Excel: 1 year (Preferred)
• Microsoft Powerpoint: 1 year (Preferred)

Work Location: In person

Salary : $17 - $21