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Corporate Administrative Assistant (301)

Eden Housing
Hayward, CA
  • Expired: over a month ago. Applications are no longer accepted.
Job Description: POSITION SUMMARY Under the direct supervision of the Senior Executive Assistant & Board Governance Manager, provides comprehensive clerical and administrative support for the Board of Directors, its Board Committees, and back up for the Senior Executive Assistant & Board Governance Manager. This position will also assist the Senior Executive Assistant & Board Governance Manager in supporting other executives with respect to the need for various departments to secure board approvals, governance-related projects, and coordinating with minutes preparation contractors. This position will also support the Senior EA & BoD Governance Manager with administrative tasks related to Eden’s DEI Counsel’s initiatives (including scheduling, offsite meeting preparation, etc.), administrative support and scheduling for the ET and ELT teams, and supporting Eden’s General Counsel. Always represents Eden Housing with a high degree of professionalism, diplomacy, tact, and strong customer service orientation. ESSENTIAL DUTIES AND RESPONSIBILITIES BOARD & BOARD COMMITTEE SUPPORT (EHI/EHMI/EHRSI BOARDS, ALL MGP CORPORATIONS, PROPERTYBOARDS, BOARD COMMITTEES, AND ALL OTHER BOARDS) (60%) · Works alongside the Sr. EA and BoD Governance Manager to ensure that Eden meets its board meeting and reporting requirements. · Assists in accurately updating documentation and reporting requirements including but not limited to By Laws and Articles of Incorporation Updates, record keeping for recorded resolutions, and other documentation as necessary for Eden and its operating and property affiliates. Participates in these activities in a highly professional and confidential manner. · Maintains and updates annual board and board committee calendar, and assists in scheduling corporate board meetings, property board meetings, and board committee meetings as needed. · Coordinates with other administrative staff in the requirements for board materials, approvals and signature collection · Coordinates with contractors for the production of minutes. · Helps to maintain accurate and up to date records and facilitate the use of the Diligent Board Meeting online platform. · Provides related meeting technology support to the Board and Executive Team when needed. · Assists Sr. EA & BoD Governance Manager in monitoring the systems in place for Board/Committee approval requests, following up with staff as needed on documentation requirements · Assists the Sr. EA & Board Governance Manager with the collection, preparation and (when needed) distribution of meeting materials · Support for all administrative functions for the board as needed, including: o In collaboration with the Sr. EA & Board Governance Manager, updates board lists in a timely manner as needed. (This includes terms, contact info, membership, affiliations, etc.) Maintains separate lists of confidential information and controls access to information in accordance with highest confidentiality standards. o Ability to organize and maintain all corporate documents including Articles of Incorporation, By-Laws, and other corporate and board related documents. Maintains hard copy and electronic files for board meeting packets, documents, and other related materials as appropriate. o Establishing and maintaining logs and manuals for corporate information, DUNS numbers (SAM.GOV), resolutions, board policies, board affiliations, new member orientations and other programs as requested. o When required, coordinates board communications via e-mail, phone, and fax as appropriate, including but not limited to notification of meeting schedules, distribution of correspondence and packets, and other board related communication. Sends reminders to board & committee members in advance of meetings and confirms quorums for each meeting. o Coordinating board meeting logistics including meeting room/venue, food, conference call info, materials, equipment, access, etc. o Attending board and committee meetings. Facilitating agenda management and oversight. Recording attendance, takes detailed notes for meetings as appropriate. Ensuring that signatures are obtained on resolutions and other board business in a timely manner. Following up on meeting action items as needed. o Coordinating timely completion of all board and committee meeting packets, ensuring an accurate and high quality packet. Distributes packets within at least one week in advance of the meeting. o Obtaining signatures from Board Members for resolutions, audits, bank signature cards, letters, forms, etc. · For property boards meetings, this position serves as backup to the EA of Property Operations and Sr. EA & BoD Governance Manager on an as-needed basis only for timely and proper completion of property board packets. · Support in maintaining the Board orientation binder to all new Board Members and helps orient and train board members on use of Diligent portal and other technology aides required for meeting attendance. · Assist in the coordination of logistics for Board and Executive Team off-site events, including venue selection, travel arrangements, vendor coordination and day of event support · Provides any and all other board related administrative support as needed · In partnership with the Sr. EA & BoD Governance Manager and the Scholarship Committee, coordinates and provides administrative support for annual Scholarship Program. · Ability to take initiative and provide main support for Eden’s Board and Committees in the absence of the Sr. EA & BoD Governance Manager, including facilitation, scheduling and preparation of board and committee meetings · In conjunction with the Sr. EA & BoD Governance Manager and the Manager of Corporate & Development Admin, ensures that internal and external corporate reporting requirements with the State of California (certificates of good standing), and other entities are created and updated as appropriate. ADMINISTRATIVE SUPPORT FOR MEETINGS, PROJECTS OR INITIATIVES FOR EDEN’S DEI COUNSEL, AND GENRAL COUNSEL (30%) · Provides administrative support, including scheduling, meeting preparation and materials distribution for initiatives and projects related to Eden’s DEI Counsel · Provides support to the General Counsel and Sr. EA & BoD Governance Manager with scheduling, projects, document management and record keeping as needed ADMINISTRATIVE SUPPORT AND SCHEDULING FOR EDEN’S ET AND ELT MEETINGS (10%) · Assists the Sr. EA & BoD Governance Manager in supporting Eden’s ET and ELT teams with scheduling, meeting preparation and materials distribution for meetings, projects and initiatives · Maintains confidentiality and tactful communication with the ET & ELT teams · Assists in calendar requests and schedule management for the President & CEO, or other Executives if/when needed OTHER DUTIES · Provides support for other administrative and departmental staff as needed. · Provides support for All Company Meetings, Grand Openings, and Groundbreakings, employee bonding and appreciation events and other company events as necessary. EDUCATION and/or EXPERIENCE Two years related experience and/or training, with demonstrated success performing the critical job functions; or equivalent combination of education and experience. CERTIFICATES, LICENSES, REGISTRATIONS Valid California Driver’s License and insurance required. Registered California Notary License required within 12 months of hire and maintained thereafter. PREFERRED SKILLS and/or ABILITIES · Acceptance and application of the confidential nature of the position. Proven ability to exercise tact and maintain confidentiality. · Demonstrate diplomacy, show initiative, and be a team player. · Ability to relate professionally and sensitively to staff, board and public. · Experience working with diverse groups, i.e., staff, residents, outside contacts. · Demonstrated ability to work productively, both independently and as a team member · Type professionally and accurately at a minimum of 60 wpm. · Proficient in Microsoft Word, Excel, Outlook. Adobe Creative Suite a plus. · Proficient with general office equipment (copiers, scanners, fax machines, postage machines). · Strong communication (verbal and written), spelling, grammar and punctuation skills, decision-making, and time management skills. · Ability to determine and plan project timeframes, procedures and resources for accomplishing projects. · Ability to establish and maintain databases and keep complex records and files. · Ability to work under pressure and successfully meet deadlines. · Flexible, creative, detail-oriented, and well organized. · Ability to handle shifting and multiple priorities, including the ability to appropriately identify prioritization of tasks · Commitment to Eden’s goals and vision. LANGUAGE, MATH & REASONING SKILLS Ability to read and comprehend written instructions, short correspondence, and memos. Ability to write simple and routine correspondence. Ability to effectively present information in one-on-one situations to customers, clients, and other employees of the organization. A Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions and decimals. Ability to compute rate, ratio, and percent. Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations. Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form. PHYSICAL DEMANDS The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle; reach wi

Eden Housing

Why Work Here?
Employee focused non-profit organization changing the world one corner at a time

The mission of Eden Housing is to build and maintain high quality, well-managed, service-enhanced affordable housing communities that meet the diverse needs of lower income families, seniors, and persons with disabilities. For 50 years, Eden has demonstrated that safe, decent, affordable homes provide a platform for families to succeed. Our homes are the launching pad for children to go to college and families to get ahead, and a landing place for seniors to age in place with dignity, courtesy and respect. Eden has worked in partnership with cities and local community partners to develop or acquire more than 10,600 homes in communities throughout California, currently serving a diverse population of 22,000 low-income residents from all cultures and backgrounds. Since our humble beginnings, more than 100,000 people have come home to an Eden community. Our vision is for everyone to have access to safe, decent, affordable housing. We believe that housing is a basic human necessity that is essential to everyday life and future success. We serve very low, low and moderate-income families, seniors, veterans, people living with physical, mental, or developmental disabilities, and the formerly homeless.

Address

22645 Grand Street

Hayward, CA
USA

Industry

Business

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