Address
Form of work
SalaryJob Summary
The Executive Associate to the Chief of Staff & Director of Equity/Inclusion is part of the administrative team for the executive offices of TCHFH. The Executive Associate performs a range of complex administrative and project support to ensure daily operations are executed seamlessly within the executive offices. This position serves as a liaison with stakeholders on behalf of both the Chief of Staff (COS) and the Director of Equity/Inclusion to further advance the organization’s mission and goals, enhance efficiency and the best use of time and talent.
Responsibilities
Meeting Logistics:
· Coordinate, schedule, and organize internal and external meetings and logistics.
· Provide technology support for meetings and events.
· Prepare agendas, presentations, background materials, and work plans for internal and external stakeholder meetings.
· Provide other administrative support to members of the Executives’ respective teams as needed.
Executive Support:
· Write letters, emails, memos, reports, and proposals to internal and external stakeholders on behalf of the COS and the Director.
· Assist in the development of presentations, briefings, and talking points for both staff and external audiences that communicate the status of the organization’s strategic priorities maintaining a focus on the values of hope, anti-racism, innovation, faith, and community in all work, connecting workstreams, enhancing collaboration and reducing organizational silos.
· Track incoming requests, elevating items that need immediate attention and resolving routine matters.
· Create and manage multiple projects on behalf of the COS and Director of Equity and Inclusion including project tracking, regular status updates, and reporting.
· Focus on improving workflow and efficiencies in administrative systems in support of executive time management.
· Participate in Twin Cities Habitat events and assist others as needed.
Board Committee Support:
· Work with schedules, prepare agendas/materials and coordinate meals, provide communication, and take minutes for Board Advocacy Committee meetings. Maintain documentation, bylaws, and corporate records as they relate to these meetings.
In partnership with the Executive Associate and Board Liaison, maintain a board member prospect list for the CEO and an annual work plan for the Governance Committee to recruit and onboard board members.
Other Administrative Support:
· Provide oversight and tracking of electronic and hardcopy filing systems, sustain and develop organization wide records and documents and regularly audit and review various lists, records, and information.
· Provide support for budget tracking & expense submissions.
· Provide vacation coverage and peak demand assistance to other Executive Associates.
Required Qualifications
Education, credentials, and experience:
· High school diploma or equivalent
· Bachelor’s degree preferred; 4 years of applicable work experience may be substituted if no degree has been obtained.
· Valid driver’s license with safe driving record.
· Personal auto insurance compliant with TCHFH Driver’s Policy.
· 5+ years of experience providing high level administrative support for executive level leader(s).
Knowledge, Skills, Abilities and Competencies:
Calendar Management: Manages schedules and appointments for an individual or organization.
Communication: Delivers clear, effective communication and takes responsibility for understanding others.
Organizational Awareness: Applies knowledge about how the organization works formally and informally to get work done effectively.
Advisory Assistance: Provides appropriate guidance, feedback, and resources.
Planning and Prioritization: Plans, organizes, and adjusts work activities and resources while mitigating risks and issues.
Preferred Qualifications
Education, credentials, and experience:
· Bachelor’s degree.
· Non-profit management experience, knowledge, and board experience.
· Experience and commitment to community engagement and mission-oriented work.
Physical requirements and work environment
Sedentary work that primarily involves sitting/standing, often for prolonged periods.
The work is performed in an office environment with minor exposure to dust, dirt and conditions normally found on floor surfaces, desks, and furniture.
Hours of work and required travel
Core business hours are Monday-Friday between 8:30 a.m.-5:00 p.m.
Flexible scheduling may be available.
Hybrid scheduling (work from home) may be available.
Tools and equipment used
Basic Proficiency in MS Office, email, and use of the Internet.
The job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee. Other duties, responsibilities, and activities may change or be assigned at any time with or without notice.
