Executive Assistant - Auburn, United States - AMI Housing, Inc

Description

Organization:

Founded in 2003, AMI Housing is a California-based nonprofit organization whose mission is to house and support the most vulnerable residents of the Sierra Region by enhancing the lives of people with mental illness by providing housing, employment, and supportive services.

Position Summary:

Executive Assistant provides high level strategic support and directly reports to the Chief Executive Officer at AMI Housing.

This position primarily provides support to the Chief Executive Officer but may be asked to provide additional support to other leadership as directed.

This support includes scheduling appointments, arranging board meetings, prioritizing daily assignments, and assisting leadership team members with tracking processes to ensure deadlines are met.

Additional duties include data entry, compiling required program information, and completing required reports.

Employees at this level must be fully trained in all procedures related to assigned areas of responsibility and adhere to the confidentiality of program participants and employee concerns related to personnel.

Responsibilities:

• Assist the CEO as the main priority and offer extra assistance to Senior Leadership and the Board of Directors, as instructed, to guarantee the achievement of company goals and objectives, as well as the smooth operation of business activities.
• Assist CEO with grants and contracts, including writing and reporting.
• Assist CEO with monthly board meeting report preparation and scheduling.
• Support leadership team members by updating protocols and communicating changes to the workforce.
• Maintain and refine internal processes that support CEO and senior leadership and coordinate internal and external resources to expedite workflows.
• Manage communication with employees by liaising with internal and external executives on various projects and tasks.
• Plan and orchestrate work to ensure that CEO's priorities are met, organizational goals are achieved, and best practices are upheld.
• Coordinate complex scheduling and calendar management, as well as content and flow of information to senior executives.
• Manage senior executives' travel logistics and activities, including accommodations, transportation, and meals.
• Provide administrative and office support, such as typing, dictation, spreadsheet creation, faxing, and maintenance of filing system and contacts database.
• Track contracts and contract amendments through to completion.
• Maintain professionalism and strict confidentiality with all materials.
• Organize team communications and plan events, both internal and offsite
• Attend board meeting and take minutes.

Skills:

• Excellent written and verbal communication skills
• Strong timemanagement skills and an ability to organize and coordinate multiple concurrent projects.
• Must multitask with attention to detail while working in a fastpaced and sometimes chaotic environment.
• Ability to plan, organize, and prioritize work.
• Proficiency with office productivity tools and an aptitude for learning new software and systems.
• Flexible team player, willing to adapt to changes and unafraid of challenges.
• Ability to maintain confidentiality of information related to the company and its employees.

Ability to:

• Continuously sit at a desk and stand at the counter for extended periods; use a keyboard to communicate through written means; run errands; lift lightweight.
• Intermittently walk, stand, bend, climb, squat, twist, and reach while retrieving or returning files or making field visits. Intermittently twist to get equipment surrounding desk; perform simple grasping and fine manipulation; see with correctable acuity sufficient to read characters on a computer screen; hear and speak with enough sense to communicate with others.
• Make rapid and accurate arithmetic calculations, including addition, subtraction, multiplication, and division.
• Understand the organization and operations of the AMIH and community partners as necessary to assume assigned responsibilities.
• Remain calm during difficult conversations.
• Compile and maintain extensive records and files.
• Operate a variety of office machines/computers and software systems.

Education/Background:

• High School diploma or equivalent is required. A bachelor's degree is preferred.
• Complete and pass preemployment background checks (fingerprints, drug and alcohol testing, and criminal background checks).
• Valid driver's license with a clean driving record and reliable transportation.

Work Experience

• A minimum of four years of related work experience is required.
• Experience in developing internal processes and filing systems.
• Experience working with individuals with mental illness, drug/alcohol abuse, homelessness, or other social services.

Computer Proficiency:

• Strong computer proficiency (i.e., Microsoft Word, Excel, PowerPoint, Outlook, SharePoint, Microsoft Teams, Zoom, Adobe, Docu