Sr. Executive Assistant

Position:                                            Sr. Executive Assistant

Location:                                           Newberry

Employment Type:                           Regular Full Time, Exempt

Supervisor:                                     Chief Executive Officer

Compensation:                          $90,000.00

HomeFirst Services takes pride in its safety values, wellness of our team, and respect for everyone we serve. Due to this commitment, HomeFirst Services is mandating that all employees be vaccinated or render a religious or medical exemption effective September 13, 2021.

Organization Summary:

HomeFirst Services is a leading provider of services, shelter, and housing opportunities to the unhoused and those at risk of homelessness in Santa Clara County. This position will provide executive support for the CEO as well as administrative support for the functioning of the Newberry Office and Program Staff.

Responsibilities:

Sr. Executive Assistant

• Serve as a representative of the CEO and the Agency
• Perform administrative duties for executive management-- including but not limited to screening calls, managing CEO calendar, travel, meeting/event arrangements, preparing reports and financial data, and customer/employee relations.
• Providing administrative assistance, such as writing and editing e-mails, spreadsheet creation, drafting memos, and preparing communications on the executive’s behalf
• Managing high-level projects such as Strategic Planning and Agency Expansion with the CEO
• Interface with local politicians and staff on behalf of the CEO
• Organizing/facilitating meetings, including scheduling, sending reminders, conference room set-up, conducting virtual breakout groups and organizing catering when necessary
• Plan and organize team events, both internally and offsite
• Collaborate with internal stakeholders and external clients to define project concepts and create a process to bring them to fruition
• Create an accurate timeline of project completion to ensure tasks are finished within the confines of the assignment
• Crafting email correspondence to all staff on behalf of the CEO and Executive Leadership Team
• Research, prioritize, and follow up on incoming issues, and concerns addressed to the CEO, including those of sensitive and confidential nature
• Work closely and effectively with the CEO to keep him/her well informed of upcoming commitments and responsibilities
• Collaborate with CEO to prepare Board of Director Meeting materials such as Board Packet, Board Meeting Slide Deck, and meeting space (if needed)
• Maintain constant communication between CEO and Advisory Council
• Reviewing and approving expense reports and ensuring adherence to company policy
• Handle confidential information with discretion, be adaptable to various competing demands and demonstrate a high level of customer/client service response
• Ability to work independently and without significant direction when the CEO is out of the office or managing projects
• Schedule and coordinate meetings at the direction of the Executive Leadership Team (ELT), including arranging for and communicating with speakers/participants, scheduling venues, and preparing supplies
• Assist with other duties assigned

This role is further responsible for modeling the values and principles of HomeFirst within the agency and the broader community.

• The Sr. Executive Assistant is relentless in its commitment to ending homelessness via the principles of Housing First and Harm Reduction. They demonstrate this commitment through thoughtful, strategic program design and a scientific approach to performance improvement. Their participation in the continuous testing, analysis, and refinement of programs reflects their personal pursuit of excellence in all that they do.  

• The Executive Assistant can navigate the competing demands of internal and external stakeholders and balances their passion for service with developed business acumen. 

• HomeFirst is a diverse company in a diverse field, and the Sr. Executive Assistant desires to work with people from a variety of social and economic backgrounds. 

Minimum Qualifications:

Education and Experience

• 4-6 years of experience as an executive assistant

Skills, Abilities, and Knowledge

• Strong written and oral communication skills, and good grammar essential
• Advanced competency with Microsoft Office, Google Suite, Adobe, and Zoom products
• Ability to build professional relationships both internally and externally
• Good listening, critical thinking, and problem-solving skills
• Strong ability to interpret and follow direction, conceptualize, and meet needs, prioritize tasks, and work autonomously
• Demonstrated ability to develop and maintain priorities and meet established deadlines
• Exceptional project management and organization skills
• Punctuality
• Ability to work with people of diverse social-economic and cultural backgrounds
• Must be able to meet deadlines in a fast-paced, quickly changing environment.

Other

• Valid CA driver’s license
• Reliable personal vehicle
• Ability to lift up to 20 lbs (on occasion)

Benefits of joining the HomeFirst team:

• Professional growth opportunities within the organization
• 100% medical coverage for employees with an opportunity to add dependents at a shared cost
• 401k match up to 4%
• 11 observed Holidays
• Generous PTO accrual begins with 120 hours annually and increases with tenure
• 4 hours of Community Engagement are provided annually
• Access to our Emergency Assistance Program (EAP) services
• Pet Insurance options are available

About HomeFirst Services:

Established in 1980, with 40+ years of experience, we are the premier Silicon Valley provider of homelessness services.  We believe that everyone has the potential to get housed and stay housed. We relentlessly focus on eliminating barriers to housing and creating stability for everyone we serve.

HomeFirst Services serves more than 6,000 adults, veterans, families, and young adults each year at multiple locations from Gilroy to Menlo Park – all of Santa Clara County as well as southern San Mateo County. 

Services include:

• Homelessness prevention
• Emergency and cold-weather shelters
• Comprehensive Veterans’ Services
• Rapid Rehousing programs
• Bridge Housing Communities
• Emergency Interim Housing
• Affordable permanent housing
• Permanent Supportive Housing
• Street-based outreach

HomeFirst Services is proud to be an Equal Opportunity and Affirmative Action employer and considers qualified applicants for employment without regard to race, color, creed, religion, national origin, sex, sexual orientation, gender identity, age, disability, veteran status, or any other status protected by law. We also consider qualified applicants with criminal histories consistent with applicable federal, state, and local law. Additionally, HomeFirst Services participates in the E-Verify program, as required by law.

HomeFirst Services is committed to providing reasonable accommodations for qualified individuals with disabilities and disabled veterans in our job application process. If you need assistance or accommodation due to a disability, please let your recruiter know.