Executive Administrative Assistant

Habitat for Humanity of Greater Sacramento; Sacramento (CA); On-site; USD 50,000 - 70,000; Full time

Job summary

A community-focused nonprofit organization is seeking an Executive Office Administrator in Sacramento, California. This role aids executive operations and provides vital assistance to leadership. The ideal candidate possesses strong organizational and communication skills, thrives in a fast-paced environment, and is adept in Microsoft Office and other tools. Responsibilities include calendar management for the CEO, supporting internal and external communications, and managing Board meeting logistics. Join a mission-driven team impacting families through homeownership and community revitalization.

Qualifications

• Proven experience as an Executive Office Administrator or in other administrative positions.
• Ability to work well with diverse individuals and maintain confidentiality.
• Flexible to changing circumstances and maintain balance in a fast-paced environment.

Responsibilities

• Assist the CEO with calendar management and travel arrangements.
• Support communications across departments and manage communications.
• Handle Board meeting logistics and maintain records.

Skills

Organizational skills

Verbal communication skills

Written communication skills

Time management

Problem-solving skills

Microsoft Office Suite proficiency

Interpersonal skills

Detail oriented

Tools

Microsoft Office Suite

Zoom

Adobe Acrobat Pro

WordPress

Job description

Habitat for Humanity of Greater Sacramento provides Sacramento and Yolo County individuals and families with a springboard to secure, stable futures through affordable homeownership, home repairs, and neighborhood revitalization. Habitat for Humanity of Greater Sacramento impacts thousands of people annually through home builds, repairs, and community projects.

Your Impact

Reporting directly to the President & CEO and the Chief Administrative Officer, the Executive Office Administrator assists with day-to-day operations of the affiliate office. This includes but is not limited to providing executive support to the CEO and serving as Board liaison. The ideal candidate is a highly organized, proactive, solution-oriented, independent self-starter who is trustworthy and detail oriented. The Executive Office Administrator needs to be able to work well with people of diverse backgrounds, have a solid work ethic and high integrity as well as the ability to exercise good judgement and maintain confidentiality in a variety of situations. Must possess strong verbal and written communication, exceptional organizational skills, be flexible to changing circumstances and have the ability to maintain balance in a fast-paced working environment.

Executive Support (50%)

• Completes a wide variety of administrative tasks for the President & CEO including managing an active calendar, completing expense reports, arranging travel
• Support with internal and external communications for all departments, responding to emails, mail inquiries, and other correspondence
• Maintain a quality filing and communication system including contact management, document management and archiving
• Conducts research and prepares reports, presentations, and other documents for meetings and events
• Assists with special projects to support members of the Leadership Team
• Serve as a liaison to the Board of Directors and affiliated committees
• Responsible for managing Board logistics, documents, and records
• Maintains discretion and confidentiality in relationship with all Board members
• Prepare, facilitate and record Board meetings
• Adheres to applicable rules and regulations set in bylaws regarding Board and Board committee matters, including advance distribution of materials before meetings in electronic/paper format

Office Management (30%)

• Maintain and manage an office that is professional and inviting
• Manage office space scheduling and usage
• Serve as point person for facilities maintenance, mailing, shipping, and purchasing requests
• Greet and assist guests, vendors, and clients
• Work with Chief Administrative Officer to maintain clear and consistent front-facing messaging, particularly signage and communication with external contacts
• Coordinate the agenda and logistics of all-staff meetings and off-site staff events
• Records notes at all-staff meetings and provides recap
• Assist with incoming mail processing
• Adhere to office budget and maintain record of office expenses
• Coordinate use of shared resources, including the purchasing of supplies
• Coordinate services and vendors to maintain a clean and functional office space
• Answer telephone calls and emails from clients and vendors and direct them to relevant staff
• Assist with compliance of records retention regulations and report on destruction schedules
• Staff support, including keeping staff up-to-date with latest organizational developments
• Collaborating with HR to manage employee records, attendance, and vacation schedules
• Creation of signage, digital and print collateral for the office

Skills

• Proven experience successfully performing the essential responsibilities and expectations of this position, working in a team-oriented and collaborative environment
• Excellent organizational, time management, and prioritization skills
• Very strong written and verbal communication skills; capable of interacting with individuals internally and externally
• Highly organized, ability to multi-task, meet deadlines, and flexibility to adapt to the work
• Excellent organizational and prioritization skills; ability to manage an unpredictable workflow and possess the flexibility to respond thoughtfully and quickly
• Strong problem solving skills with ability to multitask in a fast-paced environment
• Must have excellent PC knowledge - Microsoft Office Suite applications, Zoom, Adobe Acrobat Pro, PowerPoint, Excel (including charts), Adobe CC and accompanying design skills, and WordPress
• Positive attitude and exceptional interpersonal skills, coupled with customer service-oriented approach