Executive Assistant

WHO IS CHI?

Community Housing Innovations (CHI) is a not for profit housing and human services organization that aims to support social and economic independence. Our vision is to end generational poverty and foster upward mobility by ensuring that all families and individuals live in quality housing, have a home of their own, and a job to support them. We believe quality, affordable housing is the foundation for prosperity, personal fulfillment, and success.

WHAT DOES CHI OFFER?

CHI employs a team of hard working, compassionate people who want to give back to others in their community. We are proud to offer:

• Generous Paid time off
• Personal and Sick Days
• Health insurance and health reimbursement account 
• Dental and vision plans
• Flexible spending account
• AFLAC supplemental insurance
• Dependent Care Spending Account
• Commuter Transit and Parking Account
• Working Advantage, Employee Perks
• 401(k) retirement plan
• Life insurance
• Employee Assistance Program
• Monthly trainings and career development plans

JOB SUMMARY

This position is a hybrid role, serving as Executive Assistant to the CEO and Communications Manager.

1. This position will act as a strategic partner to the CEO/President to ensure company projects and initiatives are executed under the direction of the CEO/President. This role also supports the Leadership Team as appropriate in addition to managing and overseeing the Administrative Support staff to ensure the efficient operation of the Executive Office.  This is a rare opportunity to partner with a driven CEO and leadership team as they strive for growth within their already highly respected organization. Other specific tasks:
   1. Prepare minutes or briefs as requested by the CEO
   2. Work with CEO to ensure the calendar is up to date
   3. Work with the CEO to ensure all follow-up requirements are completed
2. This role will oversee communications (with others) at the organization, including but not limited to:
   1. Social media, design, post and follow up
   2. Website Management-all components
   3. Communications, drafting letters, annual reports, brochures, etc.
   4. Identify opportunities for the CEO and others

JOB-RELATED DUTIES – ESSENTIAL FUNCTIONS

           These duties are essential and specific to the successful implementation of this position.

Responsibilities:

• Provides high-level administrative support to the CEO, to include initiation and management of calendar; email; correspondence; presentations; reports; telephone calls; travel coordination; expense reconciliation; department budget preparation and monitoring; social affairs; meeting materials; and minute-taking to ensure business initiatives are moving forward. Provides support to the Leadership Team as appropriate.
• Responsible for Liaison to the Board of Directors. Oversee the preparation, maintenance, and completion of records of all meetings of the members and of the Board.
• Shadows CEO in critical meetings, taking notes, tracking, and following up on action items, ensuring the organization is staying focused on top priorities.
• Manages and organizes complex and demanding calendars by actively responding to meeting requests. Proactively resolves and prioritizes scheduling conflicts. Coordinates with other admins, SVPs, employees, outside vendors, organizations, and/or consultants to schedule meetings/events.
• Formulates plans and work schedules that meet priorities and deadlines of the Board of Directors and the CEO.
• Performs specialized and/or confidential administrative duties. Conducts research and prepares statistical and financial reports to assist the CEO in the development of strategic and business plans and the budget.
• Initiates, manages, and audits all correspondence, communications, and reports for format, accuracy, and completeness that require Board of Directors and/or CEO review and/or signature.
• Drives CEO’s plans and initiatives, managing the workflow and problem-solving from concept through to completion.
• Properly maintains executive records, Board minutes, corporate files, and reports to facilitate easy and quick retrieval of documents upon request.
• Administers process for member complaints received in Administration, ensuring prompt resolution and/or response. Keeps the President/CEO informed of concerns that warrant their attention.
• Reviews Board reports for accuracy, continuity, grammar, and format.
• Manages company special events hosted by the CEO. Ensures that events, meetings, facilitators, conferences, and related contracts meet budget, deadlines, and organization specifications.
• Acts under delegated authority from the CEO.
• Exercises emotional intelligence in a fast-paced environment that demands a delicate blend of agility, tact, and managing up.
• Uses discretion and professionalism in dealing with managers, employees, board members, customers, and the public.
• Maintains complete confidentiality and always protects sensitive information. Projects professionalism in appearance, demeanor, and reliability at all times.
• Contributes to effective department and company operations by performing other related duties as assigned. 

• Will be responsible for Microsoft projects, excel, ability to create charts, graphs, social media postings, etc.

• Salary: $85,000 - $90,000 annually
• FLSA: Exempt 

Education and Experience:

• Bachelor’s degree in business, administration, communications or a related field required, master’s degree preferred.
• Five years’ administrative support experience in an executive level position plus at least 3 years within a senior administrative capacity partnering with a CEO in a dynamic fast-paced environment, required.
• Project and/or program management experience preferred.
• Two plus years prior management experience, required.
• Ability to maintain strict confidentiality in all matters, whether inside or outside the organization.
• Ability to work independently with no supervision, make decisions in accordance with company policies, and work effectively with the Board of Directors, management, staff, vendors, and the public.
• Proven organizational skills, self-starter, multi-tasker, and the ability to take initiative and meet priorities in a fast-paced environment with a high level of accuracy and attention to detail.
• Ability to prioritize work assignments and organize workflow to meet deadlines.
• Ability to meet numerous deadlines, work with frequent disruptions, and reprioritize assignments as necessary.
• Proven experience driving complex projects while successfully executing and implementing concepts, plans and initiatives.
• Proven skills in the use of math, business English, grammar, letter writing, and the taking and transcribing of business meeting minutes.
• Successful experience in and the ability to work as a member of an effective team, work with multiple departments, and to work under pressure, always maintaining a sense of humor.
• Excellent interpersonal, oral, written communication, writing, proofreading, and editing skills.
• Demonstrate interpersonal skills and proficiency in business vocabulary to effectively represent the executive and the company to outside parties

• Ability to prioritize tasks and to delegate them with appropriate.
• Experience in and the ability/willingness to convey a positive and professional image; maintain effective public relations, always with courtesy and respect and using tact and good judgement
• An ability to represent the company at meetings and functions to possibly include travel.
• An Ability to quickly learn new software applications effectively and efficiently.
• Proficiency in use of Microsoft Office applications, and Adobe Acrobat Professional required.
• Understand, model, and represent company core values.

DIVERSITY, EQUITY, AND INCLUSION

Community Housing Innovations, Inc. (CHI) respects diversity and is an equal opportunity employer that provides equal employment opportunities to all employees and applicants, and prohibits discrimination on the basis of race, color, creed, religion, national origin, citizenship status, age, disability, sex, gender, gender identity or expression, sexual orientation, marital status, partnership status, veteran status, genetic information, or any other status protected by applicable federal, state, or local laws. Community Housing Innovations is committed to diversity, equity, and inclusion.

This commitment applies to recruiting, hiring, placement, promotion, transfer, compensation, training, assignments, benefits, employee activities, termination, access to facilities, and programs, and all other terms and conditions of employment as well as general treatment during employment.