Executive Assistant

Primary Function:The Executive Assistant provides executive support to the Board of Directors, President & CEO, and manages office administration for Hearth’s main office. This role supports Hearth’s strategic and operational needs by ensuring effective communication, organization, and confidentiality across executive functions.Position Outcomes:1. Board meetings, committee meetings, and key leadership meetings are efficiently organized and documented.2. The administrative and logistical needs of the Board of Directors, President & CEO, and main office are proactively managed.3. A company culture is fostered that aligns with Hearth’s values and strategic priorities.Major Functions:• Board Communication• Meeting Scheduling, Notices, Materials, and Minutes• Maintenance of Organizational Records• Non-Voting Officer of the Board• Executive Support to President & CEO• Office Management• Notary ServicesKey Responsibilities:• Board and Committee Supporto Act as recording secretary for Board and committee meetings, managing agenda preparation, setup, and attendance.o Distribute agendas and materials, document meetings, maintain records of Board actions, and track action items for follow-up.o Coordinate virtual and in-person meeting logistics, including equipment setup.• Document Certificationo In the Clerk’s absence, use the company seal to certify essential organizational documents, ensuring Board authorization.• Records and Complianceo Provide organizational and Board records to the Finance Department as required for audits.o Ensure compliance with Women Owned Nonprofit certification standards.• Office and Vendor Managemento Oversee office supply inventory, ensuring timely restocking of essential items.o Manage vendor relationships for secure shredding, postage, office supplies, and other office services.o Process and track payments for office management vendors and supply expenses across programs and locations.• Notary Serviceso Provide notarization services for staff as needed, ensuring accuracy and confidentiality.• Courier and Mail Managemento Arrange courier services and manage mail collection for office staff.• Executive Support for CEOo Manage the CEO’s calendar, aligning appointments with the organization’s priorities.o Track and delegate the CEO’s commitments, projects, and tasks, adjusting priorities as needed to meet deadlines and strategic goals.• Supervisory Responsibilitieso May oversee non-management positions, such as a receptionist, ensuring office efficiency and alignment with organizational standards.• Organizational Representationo Participate in organizational events and represent Hearth positively in public interactions.• Other Dutieso Perform additional tasks as assigned by the President & CEO to support Hearth’s mission and goals.Qualifications:• 5+ years as an Executive Assistant• College degree required.• Advanced proficiency in Microsoft Office (Word, PowerPoint, Excel).• Strong written and verbal communication skills.• Exceptional attention to detail, organizational skills, and ability to maintain confidentiality in handling sensitive information.