Executive Assistant

at  Judis House

POSITION SUMMARY

The Executive Assistant is a highly organized and proactive individual with experience in human resources to support our leadership team and Board of Directors in all administrative, operational, and HR-related aspects. The ideal candidate will possess exceptional communication skills, impeccable attention to detail, and the ability to anticipate the needs of the leaders they support. This role requires someone who can thrive in a fast-paced environment, handle multiple tasks simultaneously, maintain confidentiality with sensitive information, and contribute to HR-related initiatives.

ESSENTIAL DUTIES/RESPONSIBILITIES

• Provide comprehensive administrative support to the management team including typing, spreadsheet creation, managing filing system, contacts database, calendar management, scheduling meetings, coordinating travel arrangements, and managing expenses.
• Manage competing priorities as necessary and make appropriate and informed decisions regarding available time.
• Schedule internal and external meetings, coordinating logistics and details, providing relevant materials preparation, and ensuring proper follow-up.
• Screen, direct, respond to, and prioritize calls and correspondence between the leadership team and internal/external stakeholders facilitating the smooth exchange of information as a first point of contact.
• Prepare and edit correspondence, presentations, reports, and other documents on behalf of the leadership, ensuring accuracy and professionalism.
• Conduct research and compile data as requested by the leadership team to support decision-making and strategic initiatives.
• Proactively identify opportunities to streamline administrative processes and improve efficiency within the executive office.
• Assist in organizing and coordinating company events, meetings, and conferences, including logistical arrangements and agenda preparation.
• Provide support to the Board of Directors and related committees. Schedule and arrange meetings, compile, and distribute materials, attend meetings, record, and prepare meeting minutes, and maintain organization documents.
• Plan and oversee logistical arrangements for board, committee, and donor meetings, including space and facility needs, meals and refreshments, supplies, and technology.
• Manage confidential information with discretion and integrity, always maintaining a high level of professionalism.
• Manage reception and front desk spaces, including the direct supervision of the Receptionist.
• Collaborate with the HR department to assist in various HR functions such as recruitment, onboarding, employee relations, performance management, and HR policy implementation.
• Handle confidential HR-related matters with sensitivity and confidentiality, including employee records management and compliance requirements.
• Assist in the development and implementation of HR initiatives and programs aimed at enhancing employee engagement, retention, and organizational culture.
• Handle ad hoc projects and tasks as assigned by the executives, demonstrating flexibility and adaptability to changing priorities.
• Other duties as assigned

OTHER DUTIES AND RESPONSIBILITES

• Promote the values of JH/JAG throughout the organization and external relationships.
• Attend team and organizational meetings, activities, and events as required.
• Collaborate with JH/JAG staff and perform job duties to advance the organization’s mission and vision.
• Demonstrate ability to work independently and within a team, seeking guidance as appropriate.
• Comply with all organizational policies and procedures.
• Commitment to JH/JAG mission.