Executive Assistant to the COO

The Executive Assistant to the COO provides support primarily to the Chief Operating Officer (COO), and to the Assistant Vice Presidents in the Services Division.

DUTIES & RESPONSIBILITIES:

• Manages calendar, screens calls, prepare letters, contracts, and other documents, including many items that are confidential in nature.

• Plan and schedule meetings, appointments and interviews for the Services Division

• Respond to various inquiries both external and internal, manages communications via e-mail and phone

• Coordinate purchasing process for all goods needing Executive approval: screen and make purchases; code purchases into finance MRI Accounts Payable system; follow up on the purchase of goods/vendor payment as necessary

• Coordinate all contract signing process; send contracts for internal approval: gather required signatures/documentation: send and then track the return of fully executed contract

• Learn/navigate various government websites to find or submit documentation relating to contracts

• Organize and accurately maintain numerous filing systems

• Create tracking systems and draft various documents to ensure uniformity throughout the Division

• Coordinate activities/projects in conjunction with the AVP’s and service division and ensure timely completion on all tasks

• Work with MIS to update Services portion of website as needed and develop marketing flyers for service programs

• Prepares documents including reports, memos, meeting materials, and PowerPoint presentations

• Prepare weekly/monthly/annual reports and other Division projects as needed

• Coordinates ordering of supplies/materials for all service programs

• Other duties as assigned

EXPERIENCE, EDUCATION AND SPECIAL REQUIREMENTS:

Associates Degree required, Bachelor degree preferred with 3-5 years of administrative experience supporting executive teams. Strong written and organizational skills that reflect ability to lead projects and perform and prioritize multiple tasks seamlessly with excellent attention to detail. Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners and donors. Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response. Strong computer skills with proven ability to learn new programs and skills enthusiastically. Proficient in Microsoft Office (Word, Excel, and Power Point). Adobe Acrobat, Google Docs,

AGENCY PROFILE & EMPLOYEE EXPECTATIONS

Westhab is the premier organization of our kind in our region, providing housing and supportive services for more than 10,000 of the most vulnerable members of our community each year. We are staffed by an extraordinary group of hard working professionals that are fully committed to our mission - Building Communities. Changing Lives. Working at Westhab is not easy. Our expectations for all staff are high. We believe that the people and the communities that we have the privilege to serve deserve our very best every day. We are results-driven organization that focuses on empowerment and impact. If you want to apply for this opportunity, it should only be because you feel ready for the challenges and expectations that come with joining this kind of team. (EOE)