Executive Assistant to the Executive Director - Bishop Dudley Hospitality House

Job Title:  Executive Assistant to the Executive Director

Employment Classification: Full-time (40 hrs per week), non-exempt

Compensation: $45,000-$55,000 annually, benefit eligible

Position reports to: The Executive Director

Job Summary: 

Performs diverse administrative assistant duties, scheduling of daily activities, retention and organization of documentation, and follow-up functions for the Executive Director as well as other staff members as needed. This position requires an openness to help the most vulnerable people in our community while upholding the values and mission of the Bishop Dudley Hospitality House. 

This individual will filter and attend to the day-to-day functions that are part of the executive’s role so that the executive can focus on the high-level leadership and strategy functions. This role serves as the eyes and ears for the Executive Director, connecting organizations, projects, and critical business information to the Executive Director, ensuring meetings and materials are efficient and effective and serves as a trusted partner to deliver against the many priorities of the business. The dynamic nature of this role requires that the ideal candidate have exemplary time management skills and the ability to identify and anticipate the Executive Director’s needs. The role must interact seamlessly and with a professional demeanor across a broad range of individuals including staff members, Board of Directors, and community partners. To perform this job successfully, the individual is expected to handle highly sensitive and confidential information while exercising professionalism and discretion.

Essential Duties and Responsibilities:

• Performs generalized administrative assistant duties including, but not limited to:  Transpose dictated, hand written or verbal communication to typed format (i.e. correspondence, reports, charts, minutes of meetings); Edits and makes copies of transposed information if necessary; Collates and assembles reports and documents.  Drafts, reviews and sends communication on behalf of the Executive Director. Completes these duties in an accurate and timely fashion.
• Coordinates schedule and appointments for Executive Director.  Schedules meetings and arranges for rooms in an accurate fashion. Organize and prepare for meetings, including gathering documents and attending to logistics of meetings.
• Provide administrative support for the Bishop Dudley Hospitality House Board of Directors to include, but not limited to, preparation and dissemination of board materials, scheduling of meetings and rooms, communication to Board, events, and other duties as assigned by the Executive Director. Responsible for updating and maintaining the Bishop Dudley Hospitality House Board of Directors Orientation manual. Assists with the analysis, collection and maintenance of records as needed by the Executive Director and Board.
• Open, review and distribute interoffice and external mail. Bring priority items to the Executive Director’s attention.  Answer office phone, screen and direct calls in a professional and efficient manner. Prioritize emails and respond when necessary.
• Develop and manage a document filing system, both hard copy and computerized system reports that includes BDHH Policies, Board Policies and Administrative Policies.
• Coordinate and finalize monthly Board materials for e-mailing to BDHH Board Members. This includes collaboration and collecting information from both staff members and Board members.
• Schedule and greet office visitors.  Respond to calls and visits directed to the Executive Director.  Determine urgency of situations, calms visitors, if necessary. Determine and suggest appropriate referrals from knowledge gained in previous situations.  Decide emergency need to interrupt, contact Executive Director, and prioritize problems for referrals and appointments.
• Attends meetings as required by the Executive Director.  Participates on committees as directed.

Skills & Qualifications:

Associate’s degree or equivalent from two-year college or technical school is preferred. Five years of related experience and/or training or equivalent combination of education and experience is required.  

• Excellent written and verbal communication skills
• Time-management skills
• Ability to pay attention to detail
• Organization skills and ability to multitask
• Interpersonal skills
• Proficiency in Microsoft Office; Word, Excel; Google Docs and Google Drive; Data collection.

Responsibilities, Expectations & Standards:

• Commitment to the daily application of BDHH’s mission, vision, core values and social principles to serve guests and our community.
• Maintain confidentiality.
• Work effectively in a team environment, coordinating work flow with other team members and ensuring a productive and efficient environment.