Executive Assistant to CEO

at  Upward Bound House

ORGANIZATIONAL OVERVIEW

Upward Bound House (UBH) is dedicated to ending the cycle of intergenerational family homelessness. We compassionately provide a continuum of services ranging from crisis housing to permanent housing and homelessness prevention. With over 30 years of experience in family homelessness, UBH is a leading services provider, contributing to and advocating for lasting solutions to end family homelessness. Our diverse team is passionate about our mission, UBH provides a fast-paced environment that values empowerment, collaboration, diversity, relationships, efficiency and communication. UBH provides a supportive, caring and merit-based environment for team members and is vested in their growth and development.

POSITION SUMMARY

The Executive Assistant (EA) will perform diverse secretarial duties and administrative functions requiring confidentiality, initiative and sound decision-making for the CEO. The EA will provide “gatekeeper” and “gateway” role, providing a bridge for smooth communication between the CEO and staff, conserve the CEO’s time and provide sophisticated calendar management to the CEO. The EA will rely on excellent organizational skills and the ability to effectively handle multiple priorities; need to adapt procedures, processes and techniques to the completion of assignments. Additionally, the EA will exercise independent judgment, in the event that the CEO is unavailable; the EA may from time to time act as proxy for the CEO, representing CEO in meetings or communications. The EA also serves as a liaison to the Board of Directors and senior management teams. The role’s objective is to provide support to both internal and external parties with a high level of professionalism and in a manner that reflects positively on the organization.

SKILLS AND QUALIFICATIONS:

• Bachelor’s degree in Business Administration, Communication or related field required.
• Minimum 5 years full-time related experience supporting executives, preferably in a non-profit organization.
• Demonstrated ability to handle sensitive information with the utmost confidentiality and discretion.
• High proficiency with MS Office applications, Google Suite, Concur, Zoom, etc. and impeccable technical skills, including high-level comfort with — apps, sites, tools; demonstrated ability to stay abreast of time and effort enhancing tools.
• Extremely organized and detail-oriented with a commitment to excellence.
• Outstanding interpersonal skills and professionalism, as this job requires frequent interaction with diverse individuals including board trustees and funders.
• Capacity to adapt to changing priorities and work well under pressure, maintaining a high level of professionalism.
• Strong written and oral communication skills. Research-savvy; internet and resource proficient.
• Ability to create strong relationships, both inside and outside the organization, and represent the organization in the most effective and gracious manner.
• Poised, confident, self-directed, and assertive with high energy, resourcefulness, adaptability, and creativity.
• Intuitive, with a proactive focus on supporting the goals of the CEO.
• Formidable coordination ability in true partnership with CEO and Chief of Staff.
• Interest in, understanding of, and commitment to the mission of Upward Bound House.
• Ability to work in the office five (5) days per week. Flexible hours as dictated by the needs of the organization for projects and meetings.
• Ability to work independently, but with good judgment to know when to involve others or ask for guidance.
• Great interpersonal skills, strong work ethic, proactive and punctual.

MANDATORY REQUIREMENTS

• Employment eligibility verification
• Current California driver’s license and State-required insurance and a driving record acceptable to the organization and/or its insurance carrier
• Reliable transportation; use of a personal vehicle to travel between worksites and other locations is required
• Successful completion of background screening

RESPONSIBILITIES COMMON TO ALL AGENCY EMPLOYEES

• Maintain a safe work environment and confidentiality at all times.
• Be proactive, creative, and flexible in determining, evaluating, researching, and resolving issues.
• Organize and prioritize multiple activities to meet all external and internal deadlines.
• Maintain professional demeanor that reflects positively on the agency.
• Demonstrate respect and courtesy toward others.
• Ability to thrive in a work environment emphasizing teamwork and collaboration.
• Respond in a timely manner in all aspects of communication.
• Work with minimum supervision.
• Perform other duties as assigned.