Job description

Job Description: Executive operations Assistant

JOB TITLE: Executive Assistant

Reports To: President/CEO

CLASSIFICATION: Non-Exempt

POSITIONS SUPERVISED: N/A

Position Summary

The Executive Assistant provides administrative support to the President/CEO in the areas of Board management, operations, human resources, IT, and donor and volunteer relations. Additional support to the Humility of Mary Housing administrative team is performed in day to day activities on an as needed basis.

Position Responsibilities

Mission

• Reflects in all matters the values, ethics and purposes stated in the HM Housing mission, vision and core values
• Reflects in words and deeds a primary commitment to bringing a more abundant life to all residents we serve
• Builds and promotes a diverse and inclusive work force

Operations

• Work with President/CEO to manage all board meetings throughout the year
• Coordinate agency record retention and destruction (Personnel records/Storage)
• Attend all staff meetings and agency trainings
• Serve as primary Executive Assistant to the CEO
• Provide assistance to the CEO with scheduling, typing, and meeting preparation as needed
• Minutes of all board and board committee meetings and All-Staff Meetings
• Support role for all agency fundraising efforts
• Inventory and order letterhead, business cards, agency brochures

Human Resources & IT

• Work with leadership team to manage new-hire process as well as orientation set-up, and drug and background testing
• Work with CEO to manage employee benefits program to include new employee applications, coordination and processing of claims through third party administrator
• Organizes and maintains HR employee files to include employee hiring information, benefits information, wage/salary history, tracking of paid time off and evaluation history / schedule
• Serves as initial contact person for network software and hardware issues / requests
• Maintains HM Housing website and serves as contact person for same
• Arranges for and coordinates employee software training as needed

Development Duties

• Manage and maintain donor database
• Send out donor acknowledgement letters in a timely manner
• Produce customized donor reports and mailings lists for the Annual Appeal and as requested
• Reconcile development income with Finance Specialist as needed
• Assist Director of Fund Development with donor management as needed
• Provide data and coordinate annual reports, direct mailings and any other agency mailings
• Participate in fundraising strategies and activities as assigned
• Work with volunteers

Quality Improvement

• Reviews, assesses and revises as appropriate methods for determining achievement of administrative outcomes, goals and activities as well as the level of personnel performance.
• Sets annual administrative services outcomes, goals and activities
• Sets and communicates to administrative services staff priorities, timelines, performance measures and clear accountability
• Inspires a commitment to excellence by demonstrating passionate personal commitment

Qualifications

• A passion for the mission of the HM Housing Ministry programs: bringing a more abundant life to all we serve.
• A commitment to excellence through personal commitment and administrative services knowledge
• Associates Degree preferred
• Relevant experience can be substituted for education.
• Strong, detail oriented organizational and computer skills
• Proficient data entry and typing skills
• Excellent verbal and written communication skills
• Able to manage multiple tasks
• Maintain confidentiality Ability to work as a team player with other members of the organization
• Must have a valid Ohio driver’s license and reliable transportation

Working Conditions

Normal office working conditions. The employee conducts the day-to-day requirements of his or her job in a typical office environment, utilizing a computer and working at his/her own desk and other areas of the office. The noise level in the work environment is usually moderate. Willingness and ability to travel to multiple agency facilities and other meetings that may be required.

Usual Physical Demands

The following physical demands are typically used to perform this job’s essential duties and responsibilities. They are not qualification standards, rather they may be used to help the colleague, employee, or applicant identify where and how reasonable accommodations may be made when an otherwise qualified person is unable to perform the job’s essential duties due to an ADA disability.

While performing the duties of this job, the employee frequently exhibits manual dexterity when working on the computer, and frequently talks and hears when working with job contacts. The employee frequently sits for extended periods of time, and occasionally stands and walks. Vision demands include close, relatively detailed vision, with the ability to adjust focus when typing and reading a computer screen and documents. Employee regularly lifts items up to 10 pounds, and occasionally lifts items up to 25 pounds

Job Type: Full-time

Pay: $18.00 - $20.00 per hour

Benefits:

• 401(k)
• Dental insurance
• Employee assistance program
• Flexible schedule
• Flexible spending account
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

People with a criminal record are encouraged to apply

Ability to commute/relocate:

• Cuyahoga Falls, OH 44221: Reliably commute or planning to relocate before starting work (Required)

Education:

• High school or equivalent (Preferred)

Experience:

• Microsoft Office: 5 years (Preferred)
• Data entry: 5 years (Preferred)

Work Location: In person

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