Executive Assistant

EAH Housing is seeking a dynamic Executive Assistant to work as the right hand person to  our CEO/President at our rapidly growing award-winning non-profit located in San Rafael, CA. Ideal candidate is someone who loves to attend to the details, keeps things on track, is proactive, and highly tech savvy.  Possessing a great attitude, sense of humor, and ability to prioritize and multi-task are key attributes for success in this role.  We are seeking a candidate with five years of administrative support with at least two years of executive-level administrative support. Associates or Bachelors degree preferred. Salary commensurate to experience.

COMPANY OVERVIEW

EAH Housing has been developing, managing and promoting affordable housing since 1968. We are one of the largest and most respected nonprofit housing development and management organizations in the western United States. With a staff of over 450, EAH develops multi-family communities, manages over 100 properties in California and Hawaii, and plays a leadership role in local, regional and national housing advocacy efforts.

At EAH, we put our core values into action on a daily basis. We recognize that training is a critical investment in the success of our employees and in the continued excellence of EAH. Please visit our website to learn more about our culture and read employee comments to learn more about what it would be like to work at EAH.

For immediate consideration please apply to requisition EXECU01803 on our website at www.eahhousing.org/careers

POSITION OVERVIEW

Works closely with and provides specialized administrative support to the President/CEO and the EAH Board of Directors. Assists the President with complex details and advanced administrative duties, to allow President to effectively leverage time and focus on priorities. Understands and supports EAH’s mission and core values.

RESPONSIBILITIES

• Provides administrative support to the President, including but not limited to heavy calendar management and prioritization, travel arrangements, receiving and returning calls, reviewing mail and email.       Flags critical items for President’s review and distributes items to appropriate departments for handling.
• Meets in person or by phone with the President daily to coordinate calendars, critical issues, and ongoing tasks. Ensures President has necessary materials for any meetings. Creates agendas as needed. Keeps President well-informed and well-prepared for upcoming commitments and responsibilities.
• Prepares or transcribes correspondence, memos, legal and other documents, spreadsheets, etc. from handwritten, recorded, dictated, or typed materials, notes, or verbal instructions. Copies, files or distributes appropriate documents and other materials. Maintains President’s files. May assist with preparing presentations, and/or drafting correspondence for President’s review.
• Schedules appointments, meetings, retreats and conference calls, including calendaring, room reservation and preparation, refreshments, and clean up necessary for meetings for President, Board, or groups as directed by President. Greets guests, attends meetings, takes notes, and follows up on action items as requested.
• Prepares and mails board meeting packets and other Board or committee materials as needed; may attend Board meetings; transcribes notes from meetings. Maintains Board of Director files and corporate books. Coordinates new Board member orientation. Tracks annual Board member policy requirements and company affiliation agreements.
• Maintains thorough understanding of EAH’s goals and priorities and support the Executive Team on optimizing work and information flow, meeting effectiveness. Coordinates with other departments and administrative staff. Tracks company KPIs.
• Maintains and orders office supplies; performs general housekeeping for President’s office.
• Actively participates in EAH’s Injury and Illness Prevention Plan
• Regular and predictable attendance.
• Other duties as assigned.

SUPERVISORY RESPONSIBILITIES

May supervise Administrative Assistant in Executive Office. Also may occasionally coordinate the work of clerks or office staff and/or administrative assistants from other areas or temporary staff.        

• Orients new employees to position.
• Trains staff on emergency procedures and employee safety.
• Approves timesheets and time-off requests.
• Sets and oversee employee work schedules.
• Provides performance feedback to employees, including coaching, counseling and disciplining.
• Conducts regular meetings for discussions, problem solving, encouraging, and training. 

QUALIFICATIONS

H.S. diploma or equivalent. AA or Bachelor’s degree preferred. Five years of administrative support. Two years of executive-level administrative support; i.e., for a CEO, COO or Senior Vice President.

CRIMINAL BACKGROUND CHECK REQUIREMENTS

EAH Housing conducts criminal background checks on all candidates who have received a conditional job offer. Once you have received such an offer, you will be required to submit and pass our criminal background requirements. Please be advised that certain roles may also require fingerprinting due to legal requirements.  If onsite housing is a requirement of the position, any household members over 18 years of age who will be living onsite with the candidate must also undergo a criminal background check and tenant screening.  Satisfactory completion of background check and fingerprinting requirements is a requirement of employment with EAH.   

BENEFITS

We offer a comprehensive benefits package that includes medical, dental, vision, disability and life insurance, as well as a 403(b) retirement plan with company match. We also offer a generous vacation accrual, holiday schedule and work schedule flexibility.

EAH Housing is an AA/EEO/Veterans/Disabled Employer.  CA BRE #00853495 | HI RB-16985