Executive Assistant

JOB SUMMARY:

The Executive Assistant / Human Resources Coordinator plays a vital dual role in supporting the organizational excellence, spiritual environment, and mission of Forest Home Christian Camps. Splitting responsibilities equally (50% Executive Assistant / Office Management and 50% HR Coordinator), this position serves as the high-level administrative liaison for the President/CEO, Board of Directors, and Senior Executive Team, while concurrently operating as the operational backbone of the Human Resources department alongside the HR Director. The ideal candidate is an exceptionally organized, proactive, and hospitable professional who thrives in a collaborative environment, handles sensitive and confidential data with flawless discretion, demonstrates an action-oriented mindset, and actively embodies Forest Home’s Christian mission, values, and Biblical standards of conduct.

EXECUTIVE ASSISTANT & OFFICE MANAGEMENT (~ 50%)

Administrative & Executive Support: Provides high-level administrative support to the President/CEO and Senior Executive Team. Project Management: Directs, prioritizes, and manages special administrative projects and assignments as needed across organizational initiatives. Board Meeting Governance & Logistics: Organizes and coordinates all lodging, food/catering, audio/visual setup, meeting materials, and additional logistics for Board of Directors meetings (3x per year). Staff Functions & Events: Assists with the planning and seamless coordination of organizational staff functions, including monthly staff lunches, all-staff activities, annual staff Christmas party, and additional events as required. Office Maintenance & Equipment Coordination: Maintains office inventory, stocks kitchen and breakroom supplies (food, beverages, paper products), and coordinates regular maintenance and leasing contracts for office equipment (copiers, printers). Spiritual Life & Organizational Culture: Actively supports and participates in staff spiritual life activities, devotions, and organizational fellowship. Other Duties: Performs other administrative and operational duties as assigned to support organizational leadership.

HUMAN RESOURCES COORDINATOR (~ 50%)

Applicant Management & Hiring Coordination Recruitment Support: Manages year-round job postings across internal, external, and ministry job boards for part-time, full-time, and seasonal positions. Candidate Workflow: Monitors the Applicant Tracking System (ATS), reviews candidate submissions, routes applications to hiring managers, and schedules interviews. Pre-Screening & Offers: Initiates and tracks pre-employment background checks, reference checks, and job offer letters. Onboarding & Employee Service New Hire Onboarding: Coordinates new hire onboarding procedures, ensuring timely submission of Form I-9s, tax documents, and organizational policy acknowledgments. Seasonal Support: Assists the HR Director in executing large-scale seasonal residential onboarding workflows for summer and winter camp staff. Employee Customer Service: Acts as a welcoming, responsive customer service point-of-contact for employee inquiries regarding basic policies, forms, and procedures. Payroll Processing & Timecard Audits Timecard Auditing: Conducts regular timecard audits across departments, tracking missed punches, meal break compliance, and supervisor approvals. Payroll Execution: Executes bi-weekly payroll processing routines in coordination with accounting, ensuring accurate calculation of hours, PTO, and deductions. Benefits Administration & HRIS Management Benefits Support: Assists employees with open enrollment, benefits inquiries, qualifying life events, and carrier form submissions under HR Director guidance. HRIS Data Entry: Maintains accuracy of data within the Human Resources Information System (HRIS), entering salary changes, status updates, and terminations. Personnel File Management: Maintains complete, compliant active and inactive paper and electronic personnel files in accordance with federal and California labor laws. HR Reporting: Generates standard monthly and ad-hoc HR metrics reports (turnover, headcount, seasonal staffing logs, leave tracking). EDUCATION and/or EXPERIENCE REQUIRED: Bachelor’s degree preferred, or an equivalent combination of education and progressive administrative experience.

QUALIFICATIONS:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Faith Alignment: Must possess a signed Statement of Faith, a servant heart, and a Christ-like attitude, with an active commitment to Forest Home’s ministry mission. Detail & Accuracy: Demonstrates strong attention to detail, precision, and high accuracy in all work product. Task Prioritization: Proven ability to prioritize tasks effectively and meet multiple simultaneous deadlines in a fast-paced environment. Communication Skills: Demonstrates excellent verbal and written communication skills across all levels of the organization. Stakeholder Customer Service: Excellent customer service skills with a strong ability to handle sensitive, confidential, and complex situations with donors, board members, customers, staff, and organizational stakeholders. Proactive Action Orientation: Demonstrates an orientation for action, being proactive about assignments, special projects, and daily operational needs. Collaboration & Positivity: Demonstrates positivity, enthusiasm, and an ability to collaborate effectively with diverse teams and leadership. Software Skills: Strong computer proficiency, specifically with Microsoft Office 365 (Word, Excel, Outlook, PowerPoint), HRIS tools, and ATS software. Confidentiality: Demonstrated ability to maintain strict confidentiality when handling sensitive organizational, financial, legal, and personnel information. Typing Proficiency: Typing speed of at least 65 words per minute (WPM). Organizational Aptitude: Highly organized, structured, and accurate in execution. Attendance: Consistent, regular, and timely attendance.

SUPERVISORY RESPONSIBILITIES

This position does not have supervisory duties.

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform essential functions of this job. Reasonable accommodations may be made to enable individuals with a disability to perform the essential functions. While performing the duties of this job the employee is regularly required to stand, walk, sit, and requires sufficient hand, arm, and finger dexterity to operate office machines. Requires mild physical work; some lifting, pushing, or pulling of objects over 20 pounds. Requires visual acuity to read words and numbers and speaking and hearing ability sufficient to communicate in person or over the phone. ADA: The employer will make reasonable accommodations in compliance with the Americans with Disabilities Act of 1990. This job description will be reviewed periodically as duties and responsibilities change with business necessity.

WORK ENVIRONMENT:

Work involves moderate exposure to unusual elements such as extreme temperatures, dirt, dust, fumes, smoke, unpleasant odors. The noise level in the work environment is usually moderate but can be loud at times.

FOREST HOME EMPLOYMENT STATEMENT:

Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time. All terms and conditions of Forest Home’s at-will employment, duties, and responsibilities are subject to the Forest Home Employee Handbook.

FOREST HOME CORE VALUES

Surrender to Christ (Romans 12:1-2) Abide with the Lord daily through study of His Word and prayer Surrender to the Lord daily through obedience to His Word Worship the Lord with the Forest Home Community Commit to grow in your faith through regular attendance at a local church Prioritize God, Family, and Work appropriately Be prepared to share your testimony with staff or guests Walk in Biblical purity (1 Timothy 4:12) by rejecting one’s sinful nature Love (I Corinthians 13) Display the fruit of the Spirit: love, joy, peace, patience, kindness, goodness, faithfulness, gentleness, self-control (Galatians 5:22) Be respectful to others Demonstrate compassion Serve (Philippians 2:3-11) Give generously to God and others through time, talent and treasure Seek to put others’ needs above your own Demonstrate humility in both spirit and deed Actively look for ways to serve Walk in Integrity (Titus 2:11-12, Proverbs 4:23-27) Show loyalty to others, even when they are not present Do the right thing, even when others are not present Extend trust and seek to believe the best in others Ask for forgiveness quickly when necessary Be truthful and transparent with others Strive for Excellence (Colossians 3:23-24) Demonstrate accountability with time and resources Request and receive training Desire to improve, and challenge others to do the same Commit to exceeding guest expectations Refuse mediocrity Engage in Community (I Thessalonians 5:11-13) Seek first to understand before being understood Communicate clearly, empathetically and respectfully Work through conflict Biblically (Matthew 18-15-17) Participate in intentional and purposeful community activities Partner with teammates for the goal of unity and team effectiveness Play and appreciate “campy” fun Faithfully pray for one another Innovate (Ephesians 3:20-21) Dream Big Proactively seek solutions Think outside the box Dream, plan and execute new ideas Acknowledge and trust that all things are possible through Jesus Christ our Lord (Matthew 19:26) #J-18808-Ljbffr Jobless