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 Services Key Responsibilities: • Board and Committee Support o 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 Certification o In the Clerk’s absence, use the company seal to certify essential organizational documents, ensuring Board authorization. • Records and Compliance o 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 Management o 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 Services o Provide notarization services for staff as needed, ensuring accuracy and confidentiality. • Courier and Mail Management o Arrange courier services and manage mail collection for office staff. • Executive Support for CEO o 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 Responsibilities o May oversee non-management positions, such as a receptionist, ensuring office efficiency and alignment with organizational standards. • Organizational Representation o Participate in organizational events and represent Hearth positively in public interactions. • Other Duties o 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.