Executive Assistant to support Executive Team Job at Pathways To Housing DC Inc

Pathways to Housing DC (Pathways DC) is based in Washington, DC and serves adults recovering from/experiencing homelessness in the District and Montgomery County, MD. We are an innovative and nationally recognized nonprofit committed to ending homelessness for individual with complex health challenges. Pathways DC is one of the originators of the "Housing First" model to end homelessness, in which services are provided without conditions and pre-housing requirements such as curfews, mandated sobriety or compliance with medication. We believe housing is healthcare and that housing is a basic human right. Pathways provides an array of services including housing, street outreach, case management, drop-in services, and behavioral health support. Our model is based on client choice and the idea that the people we serve are the architects of their recovery!

The Executive Assistant will support Pathways’ mission by providing high-level administrative support to executive leadership including (but not limited to) the Chief Executive Officer, Chief Operating Officer, board members, and other leaders. Duties to include conducting research, preparing statistical reports, handling information requests and clerical functions such as preparing correspondence for executives and board members, maintaining executive calendars, receiving visitors, taking minutes for key meetings, arranging conference calls and scheduling meetings and travel for Chief Executive Officer and other senior leaders. 

Coordinates with Board members and executive leadership on meetings and assists in correspondence and the preparation of board meetings, and other various meeting materials. Maintains notes and minutes of said meetings. 

Serves as an ambassador for Pathways, establishing a positive presence with staff, consumers, vendors, and business partners.  

Performs other related work as assigned.   

Essential Duties:

• Drafts and prepares general correspondence, memos, charts, tables, graphs, etc., on behalf of CEO, COO, and board members as required. Proofreads copy for spelling, grammar and layout, making appropriate changes, ensuring accuracy and clarity of final copy.
• Receives and reviews correspondence for CEO, distributing to appropriate parties as necessary. Handles confidential and non-routine information and explains policies when necessary.
• Schedules and organizes complex activities such as meetings, travel, conferences and other activities for CEO and senior leaders.
• Receives and greets visitors to CEO & COO. 
• Answers phone calls and directs calls to appropriate parties or takes messages.
• Complies and prepares information for board meetings or in response to requests from board members, coordinating with other departments as necessary. Record, transcribe, and distribute board meeting minutes.
• Acts as a liaison with other departments and outside agencies, including high-level staff. May be required to communicate on behalf of CEO with staff, other managers, board members, donors, vendors and other business partners.
• May act as project manager for special projects, which may include: grant applications, planning and coordinating multiple presentations, disseminating information, coordinating direct mailings, creating brochures.
• Maintains our current contract matrix, updating as needed. Assists in compiling all contract required documents for submission.
• Works with COO and Director of Finance to support annual audit documentation submission.
• Coordinates monthly senior leadership, managers, and all-staff meetings via Outlook calendar.
• Creates monthly agenda & presentations for regular monthly meetings.
• Works with COO to maintain required business licensing.
• Assists in reconciliation of CEO monthly credit card expenditures.
• Performs other related duties as required.

Qualifications

• High School Diploma required. Bachelor’s degree preferred.
• 5 years' experience supporting senior management, preferably in a non-profit environment.
• Excellent communication and organizational skills, including unrelenting attention to detail. 
• Excellent computer skills, including proficiency in MS Office Suite and other web-based applications.
• Demonstrated ability to handle and keep confidential and/or sensitive information.
• Excellent ability to handle multiple projects with minimal supervision. Ability to follow up and follow through on actions as necessary.
• Excellent interpersonal skills, including the ability and comfort in working and interacting with board members, external executives, consumers, staff, donors, funders, stakeholders and the general public.
• Ability to proactively identify problems and provide recommendations for process improvement.
• Interest in and commitment to support the mission of Pathways to Housing DC

BENEFITS:

• 15 days of vacation 
• 11 paid holidays
• Paid Sick/Mental Wellness and COVID Leave
• Health Insurance (singles, partner, and family coverage offered)
• Employer sponsored HSA account to offset the cost of copays and healthcare services
• Dental & Vision Insurance
• Employer paid Long Term Disability
• Pathways' paid Life insurance 
• 403b Match
• Many additional employee paid services such as legal coverage, Short Term Disability,

and pre-tax commuter benefits