Urban Habitat Executive Assistant to the CEO

Title: Executive Assistant to the CEO
Status: Full-time, salaried

Organizational Background and Mission


Founded in 1989, Urban Habitat (UH) builds power in low-income communities and communities of color by combining policy, advocacy, research, leadership development, and coalition building to advance environmental, economic, and social justice in the Bay Area. UH applies a critical race and class lens to issues of transportation, housing, land use, planning, community development, and health, and offers a clear vision and agenda for the equitable development of the region.

Position Description


The Executive Assistant is the primary support staff to Urban Habitat’s President & CEO as well as the initial contact for people outside of the organization, including funders, partners, and members of the media. As a result, an ability to work well under pressure, multi-task, juggle multiple deadlines and work well with others, while exercising a courtesy and professionalism is paramount. Finally, this position requires someone who can effectively anticipate the needs of the President & CEO and provide a wide range of support with a friendly and helpful attitude.

Essential Functions of the Job

Scheduling and Meeting Support


Maintain daily, weekly, monthly and yearly calendar for the President & CEO, including scheduling appointments and managing contacts database. This includes analyzing the schedule on a regular basis to ensure that a healthy balance between meetings, work time breaks, and meals.
Review appointments and meetings with CEO on a daily basis and provide a weekly dossier of the necessary materials and/or information in preparation for these meetings. This includes working closely with management and other staff members to provide background information in a timely manner.
Correspond on a daily basis with individuals and organizations outside of Urban Habitat on behalf of the CEO.
Act as a liaison between staff and the President & CEO, particularly with other members of the management team.
Coordinate and plan numerous internal and external business meetings, including ordering food for these meetings.
Travel

Coordinate travel arrangements, including flights, accommodations, ground and public transportation, and meeting schedules for the President & CEO.
Complete expense reports and travel reimbursements for the President & CEO.
Manage all business details for the President & CEO (while in the office and on the road).
Board & Staff Meetings


Prepare and distribute Board packets (via email and mail).
Take minutes and provide administrative support during Urban Habitat Board meetings.
Prepare minutes after each Board meeting for Management review.
During bi-weekly staff meetings, take notes and transcribe them for the President & CEO.

Other Duties


Screen and process incoming telephone calls and answer routine correspondence.
Edit and prepare documents and correspondence for the President & CEO.
Check President & CEO’s emails daily and follow up on requests.
Check and transcribe President & CEO's voicemail on a daily basis.
Preview and flag important mail for President & CEO.
Sort and distribute all incoming mail to the President & CEO and other staff members.
Maintain the President & CEO’s filing system and help him stay organized.
Act as his timekeeper when he is in meetings and check-in to ensure he finishes up in time for the next meeting or leaves on time for additional meetings outside the office.
Assist with special projects and other office tasks, as needed (i.e. mailers, copy jobs, stocking supplies, and database entry).
Maintain a tidy and welcoming work space for the President & CEO.

Job Skills and Qualifications


Bachelor’s degree and three (3) years experience as Executive Assistant to a CEO or Senior Officer.
Excellent verbal and written communication skills, interpersonal skills, and the ability to take the initiative and project confidence.
Strong administrative, organizational, and computer skills, including Microsoft Office, PowerPoint and Google apps (including Gmail and Google calendars).
Strong Internet search knowledge to provide the CEO with contact information, directions, and other information quickly.
Experience staffing Board of Directors’ meetings, conferences, and special events.
Extensive experience managing national travel schedules and long-distance communication via cell phone, email, and other devices.
Ability to control and handle information that is highly confidential and time-sensitive in nature.
A strong work ethic with a calm and relaxed demeanor even in times of stress.
A friendly and helpful attitude with a willingness to take on small or large tasks.

Other characteristics of Job


Job may require some evening and weekend activities.
Position will work closely with President & CEO. Therefore, building trust and chemistry is critical.
This position will be privy to certain confidential, financial, and personnel information. Therefore, a background check is required.

Application Instructions?


Applications will be reviewed on a rolling basis. Interested candidates should e-mail a cover letter, resume, short writing sample and three references to: ExecutiveAssistant@urbanhabitat.org.

Salary Range: Commensurate with experience. Generous benefits package, including full health coverage, paid time off (PTO), and 401k. This is a full time position that reports to the President & CEO.

Urban Habitat is an equal opportunity employer, and people of color are strongly encouraged to apply.


__._,_.___