Executive Assistant and Office Coordinator Job at Interfaith Community Services

The Executive Assistant and Office Coordinator will be responsible for a wide range of administrative and coordination of the ICS Chief Executive Officer (CEO). This position will support CEO and Board of Directors. The position requires excellent time management and coordination skills and experience in supporting C-suite executives. This position interacts with all staff, along with many volunteers and donors.

All positions at ICS are expected to interact with clients, volunteers, and staff in a professional manner, reflecting ICS’s Core Values Respect, Integrity, Compassion, Collaboration, and Innovation. Volunteers and donors are integral to successful mission-delivery of ICS services. Employees are expected to interact with all clients, volunteers and donors in a manner consistent with ICS core values.

DUTIES AND RESPONSIBILITIES:

To the Chief Executive Officer:

• Act as the point of contact for the CEO among leadership team, employees, donors, and external partners
• Assist the CEO with expense reports and receipt submittals monthly
• Manage and organize the schedule and calendar for the CEO including but not limited to coordination of one-to-one meetings with staff
• Assist the CEO in the planning of meetings and events including but not limited to Board of Directors meetings, holidays, and staff events
• Handle specific correspondence/tasks for the CEO as requested

To the Board of Directors and Committees:

• Serve as a staff resource for the Board of Directors and Committees, including Internal Strategic and Planning (IS&P), External Strategic and Planning (ES&P), Governance and Finance Committees
• Coordinate board and committee meetings and schedules and update the calendar accordingly
• Manage relationships with the Board of Director members, organizing materials and managing all arrangements for board meetings, including room and food arrangements, arranging remote access, and maintain board policies, bylaws, articles of incorporation, and Board SharePoint site access.
• Maintain and update board member contact information
• Attending meetings and recording meeting minutes for the Board and various Committees in a timely manner.
• Prepare a draft of board and committee meeting minutes and submit the minutes to the CEO or Committee Vice President for approval
• Arrange, coordinate, and attend the annual Board retreat; take minutes and coordinate with the food arrangements and facility.
• Prepare documents such as updates on the strategic plan, the monthly consolidated Program and Committee Reports, board orientation materials
• Coordinate board and committee meetings and schedules
• Distribute board and other meeting materials including schedules, agendas, and reports

Administrative and Office Coordinator Duties:

Corporate records and compliance issues

• Maintain corporate records including meeting minutes, board and committee lists, e-mail distribution lists, policy, and information manuals, etc.
• Maintain incident reports
• Oversee implementation of procedures for retention, protection, retrieval, transfer, and disposal of records
• Oversee the organization of the SharePoint files for board, corporate and leadership team initiatives
• Maintain a Central Shared Calendar with regular meeting dates and important events
• Ensure that the agency is timely in its compliance with corporate filings
• Mange leases
• Oversee office closures and holiday calendar
• Management of ICS Store

Additional Duties:

• Support special projects by managing logistics and details as assigned.
• Maintain a high standard of confidentiality at all times
• Participate in Senior Leadership Meetings and other various meetings as requested

PREFERRED QUALIFICATIONS:

• Minimum 3 - 5 years of successful experience in an administrative support role, personal assistant, or equivalent role.
• Experience working in a fast-paced office environment, with demonstrated high quality work ethic to achieve maximum productivity.
• Outstanding organizational and time management skills.
• Ability to multi-task with attention to detail.
• Effective written and verbal communications skills including experience in drafting business documents.
• High level of competence with Microsoft Office applications.
• Ability to maintain discretion and confidentiality.
• Commitment to ICS’s mission and goals and able to relate and work with a wide range of individuals and community organizations.
• Must be able to deftly work with a wide range of personalities among professional staff, volunteers, and donors.
• Bilingual, Spanish and English preferred.
• Ability to maintain a valid Arizona driver’s license, reliable transportation, clean driving record, and current auto insurance.
• Must pass a background check.
• Must obtain and maintain a level one fingerprint clearance card.

Reports to: Chief Executive Officer

Supervises: Multiple volunteers on an as needed basis

Location: Northwest Office

Work Schedule: Full time, Monday through Friday, some weekend activities

FLSA Status: Exempt

Compensation: $41,000-$46,000 annually. Benefits provided include ICS Retirement Plan, generous Paid Time Off, paid holidays, and company paid life insurance.

To apply for this job, complete a job application form, on the job opportunities page on our company website at https://www.icstucson.org/jobs/

Please include salary requirements and three professional references. This position will remain open until filled, however, we will conduct first reviews of applications starting October 31, 2024.