Executive Assistant

Job Description

Job 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. 

Summary of primary job functions:

Executive Assistant provides high-level administrative and operational support to the CEO and, as directed, Senior Leadership and the Board of Directors. This position requires a high degree of discretion, professionalism, independent judgment, organization, and the ability to manage multiple competing priorities. The Executive Assistant serves as a key liaison between the CEO, leadership, employees, Board members, and external stakeholders; coordinates executive and Board activities; supports grants and contracts; tracks organizational projects and deadlines; prepares executive-level materials; and helps ensure timely follow-through on organizational priorities. The position is expected to anticipate executive needs, identify and resolve routine administrative issues, improve internal processes, and maintain strict confidentiality regarding sensitive organizational matters.

Examples of general essential duties may include, but are not limited to, the following:

• Provide high-level administrative and operational support to the CEO, serving as a primary point of coordination for executive priorities, communications, scheduling, and follow-up.
• Provide administrative and project support to Senior Leadership and the Board of Directors, as directed by the CEO, to support organizational goals and the smooth operation of business activities.
• Manage and maintain the CEO’s professional calendar, including meetings, appointments, deadlines, travel, and competing priorities; proactively identify scheduling conflicts and coordinate solutions.
• Coordinate and prepare materials for monthly Board of Directors meetings, including meeting schedules, agendas, reports, supporting documentation, and follow-up items.
• Attend Board of Directors meetings, accurately prepare meeting minutes, distribute approved materials, and track follow-up items to completion.
• Assist the CEO with the administration and monitoring of grants and contracts, including drafting correspondence and reports, tracking deadlines and deliverables, coordinating required documentation, and maintaining organized records.
• Monitor contracts, amendments, renewals, reporting requirements, and expiration dates and coordinate with appropriate internal and external parties to ensure timely completion.
• Provide administrative and project coordination support for organizational construction, renovation, capital improvement, and facility-related projects, including coordinating meetings, tracking timelines, maintaining project documentation, and facilitating communication between internal teams, contractors, vendors, and other stakeholders.
• Support the CEO and Senior Leadership with construction and organizational projects by coordinating schedules, documentation, communications, and follow-up activities, as assigned.
• Coordinate cross-departmental projects and assignments, independently tracking timelines, deliverables, outstanding items, and follow-up responsibilities to support timely completion.
• Develop, improve, and maintain administrative processes and systems that support the CEO and Senior Leadership, with an emphasis on efficiency, organization, accountability, and timely communication.
• Maintain and coordinate updates to the organization’s Manual of Operations to ensure policies, procedures, protocols, and operational guidance remain current, accurate, and aligned with organizational practices and departmental responsibilities.
• Work collaboratively with department leaders and subject-matter experts to review and update operational procedures and ensure approved changes are accurately reflected in the Manual of Operations.
• Maintain organized records of revisions, approvals, and updates to the Manual of Operations and support communication and implementation of changes to affected teams and staff.
• Support members of Senior Leadership by coordinating the development, revision, and distribution of organizational protocols, procedures, communications, and other leadership materials.
• Serve as a liaison between the CEO, Senior Leadership, employees, Board members, community partners, vendors, contractors, and other external contacts, exercising professionalism and discretion in all communications.
• Research, compile, organize, and summarize information for the CEO and Senior Leadership to support organizational planning, decision-making, meetings, projects, and special initiatives.
• Prepare, edit, and proofread correspondence, reports, presentations, spreadsheets, meeting materials, and other executive-level documents requiring accuracy, organization, and attention to detail.
• Manage confidential and sensitive information, including personnel, organizational, financial, contractual, Board, and other business matters, while maintaining strict confidentiality.
• Coordinate executive travel arrangements, including transportation, accommodations, itineraries, meeting logistics, and related documentation.
• Coordinate internal and external meetings, events, retreats, and special projects, including logistics, communications, materials, and follow-up.
• Track action items and commitments resulting from executive, leadership, Board, and project meetings and provide appropriate reminders and follow-up to responsible parties.
• Maintain organized electronic and physical filing systems, executive records, contact databases, project records, and other administrative documentation.
• Draft and coordinate executive-level communications on behalf of the CEO and Senior Leadership, ensuring professionalism, accuracy, and consistency.
• Exercise independent judgment in prioritizing administrative tasks, resolving routine issues, determining appropriate follow-up, and escalating matters requiring executive or leadership attention.
• Anticipate the needs of the CEO and Senior Leadership by identifying upcoming deadlines, required materials, scheduling considerations, project needs, and other logistical requirements.
• Assist with special projects and organizational initiatives requiring research, documentation, cross-departmental coordination, problem-solving, and follow-through.

• Provide general administrative and office support, including document preparation, spreadsheet development, data organization, filing, record maintenance, and other administrative functions necessary to support executive operations.

• Maintain a professional, service-oriented approach when interacting with employees, Board members, community partners, vendors, contractors, and members of the public.
• Perform other duties and responsibilities as assigned.

Skills: 

• Excellent written and verbal communication skills.
• Strong time-management skills and an ability to organize and coordinate multiple concurrent projects, deadlines, and priorities.
• Strong organizational skills with the ability to plan, prioritize, and follow through on assignments.
• Strong attention to detail and accuracy in preparing, reviewing, and maintaining documents, records, reports, and correspondence.
• Proficiency with office productivity tools, computers, and a variety of software systems, with an aptitude for learning new technology and systems.
• Strong interpersonal skills and the ability to communicate professionally with employees, executives, Board members, vendors, contractors, community partners, and other stakeholders.
• Ability to maintain confidentiality and exercise discretion when handling sensitive organizational, personnel, financial, contractual, and Board information.
• Ability to maintain accurate and organized records, files, databases, and other documentation.
• Ability to perform basic arithmetic calculations, including addition, subtraction, multiplication, and division, accurately.
• Ability to remain calm, professional, and respectful during difficult or sensitive conversations.
• Ability to adapt to changing priorities and work effectively in a fast-paced and sometimes unpredictable environment.

Ability to: 

• Ability to identify organizational needs and independently coordinate administrative tasks and follow-up activities to support efficient workflow.
• Ability to understand the organization, its programs and operations, and the role of community partners sufficiently to carry out assigned responsibilities effectively.
• Ability to exercise sound judgment, take initiative, prioritize competing demands, and determine when matters should be escalated to the CEO or Senior Leadership.
• Ability to coordinate multiple projects and assignments involving internal departments, external partners, vendors, contractors, and other stakeholders.
• Ability to compile, organize, maintain, and retrieve extensive records, files, reports, and other documentation.
• Ability to operate a computer, keyboard, telephone, copier, scanner, and other standard office equipment and software systems.
• Ability to communicate effectively through written, verbal, electronic, and in-person methods.
• Ability to sit at a desk and work at a computer for extended periods and intermittently stand or move throughout the office as needed.
• Ability to intermittently walk, stand, bend, climb, squat, twist, reach, and retrieve or return files and materials or participate in field visits.
• Ability to perform simple grasping and fine manipulation necessary to operate office equipment, handle documents, and use a keyboard and other computer devices.
• Ability to lift and carry lightweight materials and office supplies as required.
• Ability to see with or without reasonable accommodation and with correctable visual acuity sufficient to read computer screens, documents, and other written materials.
• Ability to hear and speak with or without reasonable accommodation sufficient to communicate effectively with employees, leadership, Board members, community partners, vendors, and members of the public.

Education//Background:  

• High school diploma is required. Associate degree in Business Administration, Public Administration, Communications, Office Administration, or a related field preferred; equivalent combination of education, training, and relevant experience may be considered.
• Complete and pass pre-employment background checks (fingerprints, drug and alcohol testing, and criminal background checks). 

Work experience may include :

• Minimum of three (3) years of progressively responsible administrative, executive assistant, project coordination, or related experience.
• Experience providing administrative support to executive-level leadership, senior management, or a governing board preferred.
• Experience coordinating projects, meetings, contracts, grants, facilities, or other organizational initiatives preferred.
• Experience working with individuals with mental illness, drug/alcohol abuse, homelessness, or other social services.

Licenses and Certification :

• May need to possess a valid driver's license with a clean driving record as required by the position.
• Proof of adequate vehicle insurance and medical clearance may also be required. 

Computer Proficiency : 

• Strong computer proficiency (i.e., Microsoft Word, Excel, PowerPoint, Outlook, SharePoint, Microsoft Teams, Welligent, App Folio, Zoom, Adobe, App Folio, DocuSign, Google Docs, Internet, and Calendar) to complete daily duties within the expected timeframes with little to no supervision. 

Personal Characteristics :

• Be welcoming and supportive. Displays a solid desire to advance the agency’s mission and help people with mental illness improve their lives by becoming independent, successful community members.