Company Overview
HousingLink is a 23 year old nonprofit organization with a mission to improve people’s lives through information expanding their affordable rental choices. The majority of this is done online by providing reliable, accurate information to renters, landlords, and policymakers. Each year more than 1 million searches for housing, 22,000 vacancy listings, and thousands of downloads of videos and research from our website help renters in Minnesota find housing solutions. We’re looking for a full-time Executive Assistant to the President to join our team.
Position Overview
This is a full-time role working directly with the President, Sue Speakman-Gomez. For this role, you’ll need to live in or near Minneapolis, MN and be willing to work both in our office, located in a co-working space, and from home some days. Typical hours for this role are 8:30 a.m. – 4:30 p.m. Monday through Friday. There may be an occasional need for work outside normal business hours.
Role:
The primary role of the Executive Assistant is to stay five steps ahead of the President, tracking all of the administrative details, and clearing the path to make the highest contribution to our organization. The Executive Assistant will be a key asset to the President by anticipating needs at an exceptionally high level, allowing her to develop vision and strategy for all aspects of HousingLink’s operations, so that we can fulfill our annual plans and mission.
While repetitive tasks are certainly part of this position, the tasks assigned can vary from week to week based on the President’s needs and the needs of the organization. The most important responsibility of the Executive Assistant is to ensure that administrative tasks and projects are
implemented with a high level of accuracy, efficiency, confidentiality, flexibility, and positivity in order to support the initiatives of the President.
Responsibilities:
● Meeting management including preparing agendas, taking notes, distributing action items, and arranging catering
● Communication on the President’s behalf both internally and externally
● Email management on behalf of the President and within other inboxes as needed
● Run errands and attend in-person meetings multiple times per week
● Check the mail several times per week, process mail for various departments, and deposit all checks that are received
● Complex calendar management and scheduling on behalf of the President
● Varying personal and professional administrative tasks including, but not limited to, booking appointments, research projects, coordinating travel, and ordering gifts/flowers, etc.
● Light project management
● Maintain office supplies and inventory
● Organize and maintain the office filing system on Google Drive
● Perform minor accounting and bookkeeping duties
Proficiencies:
● Quality Communication: The Executive Assistant must be an excellent communicator, in both written and oral form. This includes proficiency in spelling, grammar, and punctuation. This also includes being able to take a large amount of information and summarize it quickly, both in writing and orally, on a regular basis. This position must also be able to track communication (and be exceptionally responsive) across multiple channels without missing any details. Those channels can include in-person meetings, virtual video calls, Slack messages, text messages, and/or emails.
● High Level of Discretion: Since the Executive Assistant will regularly work with confidential information, discretion and sensitivity regarding board governance, human resources, and financial information is a must.
● Team Player: In addition to working directly with the President, the Executive Assistant will also work with members of the Leadership Team and the entire staff at HousingLink. They’ll need to be able to collaborate and communicate well with these team members, maintaining a can-do spirit while not complaining, making excuses, or gossiping.
● Anticipating Needs: As a part of our commitment to enabling the President to serve our organization and customers at the top of her game, the Executive Assistant will strive to anticipate needs and eliminate friction at work and home whenever possible. This means knowing how to stay five steps ahead of the leader and clearing the path for her to make her greatest contribution.
● Affinity for Technology: The Executive Assistant will be technologically savvy and will not be intimidated by learning new technology. Proficiency in the following tech platforms is ideal: Slack, Zoom, Google Suite, Asana, Microsoft Office Suite.
REQUIREMENTS
● Experience: 2-5+ years supporting c-suite executive(s), dealing with board governance, human resources, and financial information. Nonprofit experience preferred.
● Physical: Ability to bend, reach, and lift boxes and office supplies up to 30 lbs.
Job Type: Full Time, Salaried
Submit cover letter and resume to: [email protected] by March 3, 2021
