Eden Housing

  • Executive Assistant

    Job Code
    DJOB
    # of Openings
    1
    Category
    Administration
    Eden Housing Properties
    Central Office - Hayward
  • Summary

    Under the direct supervision of the Corporate Office Manager, provide executive level clerical and administrative support, board committee support, and logistical support for internal events of all sizes. Always represents Eden Housing with a high degree of professionalism, diplomacy, tact, and strong customer service orientation.

    Essential Duties & Responsibilities

    EXECUTIVE SUPPORT:

    • Manage executive schedule / calendar.
    • Schedule meetings and coordinate meetings and calls for one or more executives.
    • Prepare and edit correspondence, communications, presentations and other documents.
    • Monitor, screen, respond to and distribute incoming communications.
    • Screen and direct phone calls.
    • Interact with guests and visitors.
    • Arrange travel, accommodations, itineraries, and all correspondence related to arrangements as needed.
    • Arrange corporate events to take place outside of the work place, such as staff appreciation events.
    • Plan, organize, and implement various internal and external meetings.
    • Prepare reports and presentations for meetings.
    • Attend meetings and take accurate minutes.
    • Uphold a strict level of confidentiality.
    • Maintain a high level of professionalism.

     BOARD SUPPORT

    • Collect and prepare documents for Eden Board and Committee meetings (Property Operations, Resident Services, Executive Committee.
    • Act as backup administrator for Board of Directors Coordinator as needed to:
      • Organize Board information and if necessary, coordinate board communications via e-mail, phone, and fax as appropriate, including but not limited to notification of meeting schedules, distribution of correspondence and packets, and other board related communication.
      • Coordinate board meeting logistics including meeting room/venue, food, conference call info, materials, equipment, access, etc.
      • Attend board and committee meetings. Record attendance, take detailed notes, and produce minutes for meetings as appropriate.  Ensure that signatures are obtained on resolutions and other board business in a timely manner.  Participate in board activities in a highly professional and confidential manner.

    ADMINISTRATIVE:

    • Answer phones and greet guests/visitors with a high amount of professionalism and strong customer service orientation. Route and refer calls and guests accordingly.
    • Take detailed messages as needed, and communicate them in a timely manner to appropriate staff.
    • Escalate problems/concerns as needed to appropriate staff using good judgment and discretion.
    • Demonstrate patience and compassion when dealing with high-need callers and guests.
    • Handle sensitive information in confidential manner (resident-related, staff-related, and company-related).

    ADMINISTRATIVE SUPPORT (AS NEEDED):

    • Process incoming mail including opening, date stamping, sorting, logging checks, and distribution in a timely manner.
    • Prepare outgoing mail (Fed Ex, registered and regular mail).
    • Process administrative support requests, as assigned, on a regular, seasonal, and special project basis.
    • Provide back-up and assistance to other support staff as needed.
    • Assists with logistics for company events and meetings.
    • Perform opening duties including, but not limited to: unlocking door, unloading dishwasher, opening blinds in lobby area, straightening/organizing front desk and lobby area, etc.
    • Perform closing duties, including, but not limited to: locking front door, loading / unloading / running dishwashers as needed, straightening up the lobby area, closing blinds in lobby area, etc.

    Qualifications

    EDUCATION and/or EXPERIENCE

    Associate degree (A. A.) or equivalent from 2-year college preferred and three to four years related experience and/or training, with demonstrated success performing the critical job functions; or equivalent combination of education and experience.

      

    PREFERRED SKILLS and/or ABILITIES

    • Proven administrative and clerical skills at the executive level.
    • Ability to work well under pressure and successfully meet deadlines. Ability to be effective and flexible in stressful situations (i.e. unexpected problems, tight deadlines).
    • Strong interpersonal and communication skills (written and verbal).
    • Excellent organizational skills, strong attention to detail, high regard for accuracy and top-quality work. 
    • Effective and creative problem-solver and decision-maker with strong initiative and excellent follow-through.
    • Familiarity with standard office equipment and machines (fax machine, copy machine, postage machine, etc.).
    • Ability to establish and maintain databases and keep complex records and files.
    • Advanced knowledge of Word, PowerPoint, Adobe Acrobat, and Excel.
    • Must be able and willing to travel to all company locations to carry out corporate/administrative duties and responsibilities.
    • Experience working with diverse groups, i.e., staff, residents, outside contacts.
    • Ability to drive the company’s mission by always representing our vision.

    CERTIFICATES, LICENSES, REGISTRATIONS 

    Valid California Driver’s License and insurance required.

     

    LANGUAGE, MATH & REASONING SKILLS

    Ability to read and comprehend written instructions, short correspondence, and memos. Ability to write simple correspondence. Ability to effectively present information in one-on-one situations to customers, clients, and other employees of the organization. Ability to add and subtract two-digit numbers and to multiply and divide with 10's and 100's. Ability to perform these operations using units of American money and weight measurement, volume, and distance. Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

     

    PHYSICAL DEMANDS 

    The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to talk or hear.  The employee frequently is required to sit and use hands to finger, handle, or feel.  The employee is occasionally required to reach with hands and arms.  The employee must occasionally lift and/or move up to 25 pounds.  Specific vision abilities required by this job include close vision and ability to adjust focus. Physical demands include writing/typing, use of computer and paper files, answering phones, attending meetings.

     

    WORK ENVIRONMENT 

    The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. The noise level in the work environment is usually moderate.

     

    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.

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